Contract Compliance Coordinator

Salary: $55,000.00 - $66,163.00 Annually
Location : 60515, IL
Job Type: Administrative Support
Job Number: 0639-112023
Department: Office of Finance
Opening Date: 11/17/2023
Closing Date: 12/3/2023 11:59 PM Central
Is this a union role?: No
Union Name: Salaried - 6
Position Grade: 12
Position Overview
The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.
The Tollway is a user-fee system - no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.
Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.
In support of this mission and Reporting to the Senior Manager for Program Development in the Finance Department, the Contract Compliance Coordinator will work closely with the Compliance staff and management in all aspects of daily compliance operations, including but not limited to serving as the first point of contact and follow-up for inquiries, organizing trainings and meetings for user departments and vendors, coordinating various events and activities, preparing or assisting in compiling reports, archiving documents, processing FOIA requests, providing various operational support to Compliance staff and updating compliance data in the compliance monitoring systems.
Essential Job Functions
The Contract Compliance Coordinator coordinates daily activities, enters and maintains data in information systems; updates procedures; gathers, analyzes, and tracks data; reports on requirements and outcomes; oversees and maintains electronic and hard copy files; ensures compliance databases reflect accurate information; assists in the implementation of policies and procedures to achieve the established goals and objectives of the Contract Compliance team. As the first point of contact for the team, the Contract Compliance Coordinator ensures excellent customer service, provides key administrative support for senior leadership, and ensures the smooth delivery of daily operations. The incumbent coordinates and schedules events, handles logistic arrangements, prepares various reports, updates data in various compliance and internal financial systems, and creates PowerPoints. The incumbent must have the ability to work independently while employing excellent business decisions to solve problems and implement solutions.
The Contract Compliance Coordinator's responsibilities include but are not limited to:

• Update vendor counts in compliance system per BEP goal setting item as required
• Create and maintain spreadsheets for various reports
• Compile/summarize monthly KPI reports in excel spreadsheets
• Coordinate site visit schedule and enter site visit information into compliance system
• Participate in site visits for construction and professional services contracts
• Create, update and maintain contract files
• Assist with responses to FOIA requests by collecting information from compliance records and software systems
• Attend and assist with pre-bid, pre-proposal, and pre-construction meetings
• Assist in monitoring compliance requirements on contracts when needed
• Assist management and other staff with compiling annual, quarterly, monthly and other compliance reports
• Assist management and supervisory staff with contract audits and training of new staff
• Responsible for keeping current payment information in B2Gnow
• Assist with gathering information for audit responses
• Create PowerPoint presentations for trainings and presentations
• Complete special projects and other duties as assigned by the department's senior leadership
• Serve as the initial point of contact for office inquiries and triage issues to resolve them immediately and/or direct them to the appropriate staff in a timely manner
• Prepare, modify and proofread meeting agendas, materials, correspondence, articles, reports, presentations, memos and other documents
• Schedule and maintain the calendar of appointments, meetings, trainings, site visits and travel
• Submit, reconcile and track departmental expense reports and invoices
• Support the coordination of the department's relationships and communications with external and internal stakeholders
• Handle incoming mail and materials
• Organize, maintain and procure office supplies and materials
• Enter and retrieve data from the compliance monitoring systems
• Assist with compiling or updating various reports, manuals and other documents
• Create, maintain or update electronic folders for various documents as necessary
• Assist with Kronos timekeeping and coordination of Help Desk requests regarding system issues for the team
• Handle travel expense reimbursement requests for staff

Qualifications
Education (Required)

• This position requires some college coursework.

Skills and Experience (Required)

• Minimum three (3) years of progressively responsible administrative experience including multiple administrative functions.
• Requires effective verbal, written, and interpersonal skills to work with a diverse staff of managerial and professional employees.
• Proficient in analyzing and evaluating data.
• Strong organizational, problem solving and analytical skills.
• The ability and skill to exercise and use sound business judgment and discretion, maintain confidentiality and work on multiple projects simultaneously.
• Skilled in providing excellent customer service.
• The ability to perform and work well under pressure.
• Must be computer literate with intermediate to advanced proficiency in Word, Excel, and PowerPoint and have a math aptitude to perform statistical calculations.

Education (Preferred)

• Bachelor's Degree preferred.

Skills and Experience (Preferred)

• Three years or more of administrative experience for a senior leader at a large, complex organization.
• Contract Compliance work experience
• Knowledge of DBE/BEP/VOSB/EEO Contract Compliance
• Knowledge and understanding of procurement/compliance methods, principles and terminology preferred.

The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation.
At the Illinois State Toll Highway Authority, we give our employees the tools to succeed both on and off the job. Our generous benefits package provides comprehensive coverage to help you protect your health and earning power and prepare for the future. In addition, we offer several programs that help you grow in your career and make the Illinois State Toll Highway Authority a great place to work!
MEDICAL, Rx, DENTAL, VISION BENEFITS

• Aetna Select Open Access (HMO) - Premium FREE!
• Aetna Choice POS II (PPO)
• Aetna Prescription, Dental and Vision included at no additional cost.
• EyeMed Vision Care Voluntary Coverage

FLEXIBLE SPENDING ACCOUNT

• Healthcare Flexible Spending Accounts (FSA)
  • Pre-tax account you put money into that you use to pay for certain out-of-pocket health care costs.
• Dependent Care Flexible Spending (DCAP)
  • Pre-tax account you put money into that you use to pay for dependent care costs.

TERM LIFE & AD&D INSURANCE

• Basic Term Life & AD&D - Premium FREE!
• Additional coverage available

TUITION REIMBURSEMENT

• Annual Reimbursement - $5,250

PAID TIME OFF

• Holidays
• Vacation
• Sick Leave
• Sick Leave Bank
• Bereavement Leave
• Parental Leave

EMPLOYEE ASSISTANCE PROGRAM (EAP)

• No cost services for employee and family.

STATE EMPLOYEES RETIREMENT SYSTEMS (SERS or SRS) PROGRAMS

• Pension Plan
• Non-Occupational and Occupational Disability
• Deferred Compensation/After-Tax ROTH
• NCPERS Voluntary Life and AD&D

01
Please indicate your highest level of education.

• High School Diploma / GED
• Associate Degree
• Bachelor's Degree
• Master's Degree or above

02
It is a requirement to have a minimum three (3) years of progressively responsible administrative experience including multiple administrative functions. Do you meet this requirement?

• Yes
• No

03
For the question above, please provide where (at which organization) and when (the time period) you gained this experience -- citing specific examples. If you have no experience, or did not meet the minimum requirement, please enter "NA".
We will not make assumptions regarding your response. If you do not answer completely you will not receive credit for this question.
04
Microsoft Excel Proficiency:
Listed below are definitions of Microsoft Excel proficiency levels. Please read the following definitions carefully prior to answering the question.

• BasicThis level of skills is required to perform tasks and work with data in worksheets.A person with this level of skills is able to enter and correct data, modify a workbook, format a worksheet, and use printing functions.
• IntermediateThis level of skills is required to work with multiple worksheets, filter data, use integrate functions, and manipulate databases.With this level of skills, a person understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel.
• AdvancedThis level of skills is required to use advanced techniques for analyzing and manipulating data in Excel.A person with this level of skills is able to automate some operations, manage Macro commands, and create MS Excel applications.

What is your proficiency level in Microsoft Excel?

• No Experience
• Basic
• Intermediate
• Advanced

05
Microsoft PowerPoint Proficiency:
Listed below are definitions of Microsoft PowerPoint proficiency levels. Please read the following definitions carefully prior to answering the question.

• Basic LevelThis level of skills is required to create a simple presentation in PowerPoint, run it, and print it.
  
• Intermediate LevelThis level of skills is required to customize templates and the PowerPoint environment, and to make a presentation interactive by using hyperlinks and action buttons.
  
• Advanced LevelThis level of skills is required to work with graphics, animation and multimedia, inserting movies and sound; work with the Office Suite to create slides from an outline and send slides to Microsoft Word; and customize PowerPoint toolbars and automate the slide production.

What is your proficiency level in Microsoft PowerPoint?

• No Experience
• Basic
• Intermediate
• Advance

06
Microsoft Word Proficiency:
Listed below are definitions of Microsoft Word proficiency levels. Please read the following definitions carefully prior to answering the question.

• BasicThis level of skills is sufficient to perform daily word processing tasks, such as, producing routine letters, memorandums, and informal reports.A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup.
• IntermediateThis level of skills is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges,and also perform basic work with existing Macros.A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports.
• AdvancedThis level of skills is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.A person with this level of skills is able to use and create a wide range of graphic effects and has full mastery of Macro commands.

What is your proficiency level in Microsoft Word?

• No Experience
• Basic
• Intermediate
• Advanced

Required Question