Bus Procurement Coordinator

SALARY

$24.43 - $38.34

POSITION SUMMARY

Under general supervision, plans and coordinates the development, preparation, and monitoring of confidential administrative functions related to the management of large scale bus engineering and procurement activities. Provides support in maintaining and supporting the current and future needs for personnel and the department to maintain daily service of the Authority.

PRIMARY RESPONSIBILITIES

• Performs various administrative support functions related to the management of bus engineering and procurement activities.
• Prepares, categorizes, and organizes various technical reports, field investigations, bus inspections, maintenance information, technical bulletins and other related administrative data and reports and circulates to Authority departments and external regulatory agencies.
• Develops and maintains various filing and other records management systems, including tracking progress of field surveys, equipment series overhauls and other vendor campaigns.
• Schedules appointments, maintains calendars and assembles materials in preparation for meetings and conferences.
• Retrieves and processes information from the Oracle System, MMIS data bases and TOPs System.
• Administers departmental personnel paper work flow for supply orders, personnel records, project assignments, travel, prebids for field personnel, employee vacations, time off and attendance reports for accuracy and conformance to budgetary allocations and processes as appropriate.
• Maintains and organizes Bus Licensing records, including processing paperwork and check requests for new/replacement vehicle registrations, licensing, and city stickers.
• Works closely with the Chief Automotive Equipment Engineer/Manager, Technical Services, coordinating activities between department personnel and other CTA departments involved in bus technical details, contractual documentation such as acceptance certificates for procurement and rejection/acceptance letters to manufacturers, relating to bus design procurement, and component upgrades.
• Updates bus design specification using information from addendums, change orders and engineering conferences.
• Identifies, organizes, and catalogs relevant United States and Illinois laws, applicable written Authority policies, established procedures, and project schedules governing bus engineering and procurement.
• Reviews capital project charges; prepares budget revisions; transfers charges; and closes job orders to provide timely financial information regarding capital job orders and avoid budget overruns.
• Monitors compliance with expenditures and payment schedules.
• Prepares schedules for bus inspections and monitors the progress of inspections so as to adhere to procurement deadlines.
• Monitors compliance with applicable stipulations and prepares reports to enable the Project Manager/Engineer to respond promptly and effectively to deviations.
• Performs related duties as assigned.

SUPERVISORY RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

• None

CHALLENGES

• EDUCATION/EXPERIENCE REQUIREMENTS
• Bachelor's degree in Engineering, Business Administration, or a related field, plus two (2) years of experience in a comparable administrative support role, or a combination of education and experience.
• Must pass Authority's Basic Math, Proofreading, and Typing pre-employment tests.

PHYSICAL REQUIREMENTS

• Requires sitting for extended periods of time, standing, visual acumen, manual dexterity, and fingering for working with computer keyboards.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of basic mathematics, including fractions, decimals, and percentages.
• Working knowledge in using Oracle System, MMIS databases and TOPs System.
• General knowledge of payroll practices and procedures.
• Good analytical skills necessary for the preparation of reports, memoranda, and correspondence.
• Intermediate computer and MS Office skills to create, organize, edit and retrieve data and documents.
• Ability to accurately type straight copy at the minimum rate of 45 works per minute.
• Ability to accurately spell and use punctuation and be proficient in the composition of business correspondence.
• Ability to effectively perform and coordinate a variety of administrative duties for executive level personnel.
• Ability to work with the discretion necessary for dealing with confidential and sensitive information.
• Ability to work with a temperament suitable to develop and maintain effective relationships with all levels of Authority and outside agency personnel.
• Ability to learn various technical terms relating to bus design and components.
• Ability to use initiative and judgment to ensure that matters requiring immediate attention are referred to appropriate personnel

WORKING CONDITIONS

• General office environment.
• Occasionally required to travel to various CTA locations.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.