Contracts Coordinator, Chicago Department of Transportation - Chicago

Applicants must apply through the City’s website:

http://www.cityofchicago.org/city/en/depts/dhr/provdrs/emp/svcs/city_of_chicago_jobopportunities.html

The Chicago Department of Transportation (“CDOT”) is responsible for all aspects of the public way in
Chicago, from thousands of miles of streets and sidewalks to hundreds of bridges to street lighting to the
Riverwalk. The Contracts Coordinator works to support the varied and essential functions of this
department.


Job Description
CONTRACTS COORD
Job Number:
254566
Description
CONTRACTS COORDINATOR
JOB ANNOUNCEMENT

CHICAGO DEPARTMENT OF TRANSPORTATION
NUMBER OF VACANCIES: 1
ESSENTIAL DUTIES:
 Assist the Contracts Administrator in managing and supervising staff in addition
to handling a portion of the workload related to developing, awarding, and
managing a broad range of contract types (commodities, work services, a/e,
professional services, revenue generating, construction, etc.) for use by the
Department of Transportation.
 Work with Contracts Administrator to develop monthly/quarterly/annual work.plan
and buying plan to manage existing contracts and to develop and award new
contracts. Manage assignments, implement and monitor work plan with staff and
coordinate with clients, other City Departments, other government entities(IDOT,
FHWA, FTA, etc.), and various stakeholders to meet deadlines driven by
construction schedules, grant/funding requirements, and Commissioner/Mayor’s
Office/Aldermanic priorities.
 Use of databases and software (such as oracle, business objects, excel, etc.) for
data gathering, analysis, and reporting of contract orders, payments, and staff
performance metrics. Identify and develop new workflow/processes and
supporting documents and tools to increase efficiency and quality of work
produced by the team. Develop and deliver training regarding contract and
payment policies and procedures.
 Develop new specifications for a broad range of contract types (commodities,
work services, a/e, professional services, revenue generating, construction, etc.)
including but not limited to materials used in construction and street lighting,
landscaping, architectural and engineering, planning, construction bids, etc.).
Review detailed technical specifications and advise project managers on legal,
administrative, and policy requirements for developing work product required for
advertisement, selection, and award of contracts.
 Draft RFP/Qs, contract clauses, amendments, and other memoranda or
documents as required. Advise Project Managers on the RFQ/P process,
including evaluation, interview/recommendation, and contract negotiation.  Coordinate with other user Departments and Sister agencies on contracts used
by multiple departments or multi-agency joint procurements.
 Work with other City Departments (Law, Procurement, Comptroller, etc.), other
government entities (IDOT, FHWA, FTA, etc.) and other parties to ensure that
contracts meet funding requirements and adhere to city, state, and federal laws
and other applicable policies from the advertisement, award, management,
close-out, and audit phases.
 Work with staff and CDOT divisions to manage current contracts including:
ensuring availability and encumbrance of funds, placing and receiving orders,
coordinating with vendors, ensuring timely and accurate delivery of orders, and
review and payment of invoices.
 Attend outreach events and develop/deliver training regarding CDOT contracting
opportunities.
 Work with project managers and Department of Procurement Services to
implement the Minority and Women Owned Business Enterprise and
Disadvantaged Business Enterprise, including contract compliance.
 Contract monitoring and maintenance including: contract revisions, time
extensions, price increases, negotiated amendments, etc.
 And, other related duties as assigned.
CHICAGO DEPARTMENT OF TRANSPORTATION
Location: 30 N. LaSalle Street, Suite 600
Hours: 8:30 AM - 4:30 PM
Shift: Monday thru Friday
THIS POSITION IS EXEMPT FROM THE CAREER SERVICE
Qualifications
Graduation from an accredited college or university with a Bachelor’s degree
supplemented by four years of progressively responsible experience in the
procurement of a variety of materials, supplies and services, or an equivalent
combination of training and experience.
Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school
where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate
degree program.
NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of
processing, if applicable. You must also provide your valid U.S. driver's license at time of processing.
NOTE: To be considered for this position you must provide information about your educational background and your
work experience. You must include job titles, dates of employment, and specific job duties. (If you are a current
City employee, Acting Up cannot be considered.) If you fail to provide this information at the time you submit your
application, it will be incomplete and you will not be considered for this position. There are three ways to provide the
information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume
fields.
Education & Employment Verification - Please be advised that if you are selected to be hired you must provide,
upon request, adequate information regarding your educational and employment history as it relates to the
qualifications of the position for which you are applying. If the City of Chicago cannot verify this information, any offer
extended to you will be withdrawn and you will not be hired.
SELECTION REQUIREMENTS
This position requires an applicant to successfully complete an interview. The interviewed candidate(s) possessing
the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the
interview will be selected.
Preference will be given to candidates possessing the following:
Previous experience advising on legal, administrative, and policy requirements for grants, contracts or technical
specs
Previous experience following software applications and/or databases Previous experience requiring the development, negotiation or administration of contracts
Previous supervisory experience
Previous service in the US Armed Forces
Knowledge of MS Office Applications
VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference to both current, active military
personnel AND military personnel who have served in the Armed Forces of the United States and have received an
honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In
order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering
“yes” or “no” to the question on the online application that asks, “Are you currently serving on active duty for at least
six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States
on active duty for at least six months and received an honorable or general discharge?” In addition, you must attach
documentation to verify your military service. For veterans, you must attach a copy of your DD214 to your online
application which includes character of service status OR a letter from the United States Veterans Administration on
official stationary stating dates of service and character of service. For active military personnel, you must attach a
letter from your Commanding Officer on official stationary verifying your active duty, length of service, and character
of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure
to answer the question and attach the required documentation will result in you not being considered for the
Veterans Preference.
Evaluation: Your initial evaluation will be based on information provided on the application form and documents
submitted with the application. Applications must be submitted by the individual applicant. No second party applicants
will be accepted.
Residency Requirement: An employee must be an actual resident of the City of Chicago. Proof of residency will be
required at the time of employment.
If you are disabled and require a reasonable accommodation to file your application, please contact the City of
Chicago, Department of Human Resources at 312-744-4976, TTY: 312-744-5035. You will be required to provide
information regarding your request.
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY
AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
The City of Chicago is an Equal Employment Opportunity Employer
City of Chicago Department of Human Resources
Rahm Emanuel, Mayor Soo Choi, Commissioner
Job Posting
: Mar 24, 2014, 12:01:00 AM |
Closing Date (Period for Applying) - External
: Apr 25, 2014, 11:59:00 PM
BU: 10 | Salary: $63,516.00
Pay Basis:Yearly