Project Manger, Procurement

Job Description

The Procurement Project Manager is responsible for coordinating daily activities within the Department of Procurement and Contracts. Maintain department data, update procedures, gather, analyze, track and report data on department activities, requirements and outcomes. Oversee and maintain Procurement contract files. Ensure CHA Vendor database reflects accurate information. Assist in the implementation of policies and procedures to achieve the established goals and objectives of the department. The ability to work independently while employing excellent business decisions to solve problems, and implement solutions is essential.

DUTIES AND RESPONSIBILITIES

• Responsible for the maintenance of Procurement, Compliance and Vendor data information within the department system database.
• Analyze and track Procurement and Compliance activities related to the annual buying plans to provide status information while ensuring accurate reporting.
• Create, maintain, and disseminate purchase orders and Procurement and Compliance contract files to department staff.
• Provide administrative support to the leadership team in procurement as needed.
• Perform research, analyze, facilitate and own the process in responding to Research and Reporting Communication department requests on Freedom of Information Act (FOIA) requests.
• Perform vendor reference checks
• Perform debarment checks, ownership disclosures and State of Illinois good standing verification for all recommendations of awards.
• Coordinate and facilitate the storage and retrieval of department contract files manually and electronically.
• Assist with the coordination of departmental administrative and operational activities.
  • Assisting with initiatives involving the purchasing of office supplies and small equipment for their departments
  • Budget monitoring and preparation; budget revisions; process invoices for payment
  • Prepare purchase requisitions, prepare agenda items for Board of Commissioners meetings
• Investigate and respond to internal and external Procurement work requests.
• Assist vendors and staff in utilizing Procurement systems.
• Prepare and assemble departmental work materials for distribution.
• Coordinate solicitation information for advertisement on CHA website and in newspapers.
• Maintain the integrity of procurement contract files documentation and ensure information is properly stored on CHA network and website.
• Manage the Procurement and Contract webpage.
• Responsible for ensuring various reports are maintained with current information.
• Participate in vendor fairs sponsored by CHA and other affiliated agencies.
• Assist with coordinating and facilitating pre-submittal meetings, bid openings, vendor workshops, staff training, and other meetings as assigned.
• Other tasks assigned by department management.

QUALIFICATIONS

This position requires a Bachelor's Degree in Business Administration or the equivalent combination of related work experience and education. Minimum of three (3) to five (5) years of progressive project management experience while having responsibility for multiple administrative and analytical functions.

Knowledge and understanding of procurement methods, principles and terminology. Requires effective verbal, written, and interpersonal skills to work with a diverse staff of managerial and professional employees. Strong knowledge in areas of research, data analysis, and problem solving is required. Understand interdependencies between technology, operations and business needs. Strong organizational, problem solving and analytical skills. The ability and skill to exercise and use sound business judgment, discretion, maintain confidentiality and work on multiple projects simultaneously. Skilled in providing customer service. The ability to perform and work well under pressure. Must be self-directed, motivated, team oriented and able to work independently on complex and crucial projects.

Must have above average proficiency in Word, Excel, and PowerPoint and have a math aptitude to perform statistical calculations.

BENEFITS AT-A-GLANCE

• Vacation, Sick and Personal, competitive PTO package
• Medical (HMO, PPO, and No employee cost High-Deductible PPO) Dental, Vision, and Life Insurance
• Short-Term and Long-Term Disability Insurance
• Long-Term Care Insurance
• Pet Insurance
• Parking Transit
• Prepaid Legal Services
• Brightstar 529 College Savings Plan
• Identity Theft Protection
• Hospital Indemnity Insurance
• Voluntary Critical Illness Insurance
• Deferred Compensation Plan: Empower 457/401(a) with a 3% employer match
• Pension Plan: CHA makes contributions on behalf of the employee, along with the employee's 3% contribution; 100% vesting occurs after 6 years of continuous employment or opt-out of CHA's Retirement Plan and continues to participate in the Municipal Employees Annuity and Benefit Fund of Chicago

Salary Range: $80,000-$85,000

Grade: S8

FLSA: Exempt

Union: None