Contract Payment Expeditor Supervisor

Illinois Tollway - Downers Grove, IL (30+ days ago)3.5


This position works closely with both the Construction Contract Supervisor and the General Manager of Engineering to enable and ensure expeditious approval of invoices - driving the accurate and timely payment of the Engineering Department's construction / engineering professional services vendors.

This position functions as a working supervisor; that is, this position also performs the job functions and has the accountabilities of the supervised "Contract Payment Expeditor" staff members.

Examples Of Essential Duties: RELATIONSHIPS

Supervisor:
Reports DIRECTLY to the Construction Contract Supervisor
Reports INDIRECTLY to the General Manager of Engineering

Direct Reports:
Supervises Contract Payment Expeditors
Full-Time Employees – 4
Staff Augmentation Contractors - # varies; at times, can be zero

Tollway:
Engineering Department
Frequent contact with fellow Contract Services / Document Control staff members
Frequent contact with Project Management staff
Finance Department
Frequent contact with Accounts Payable staff
Internal Audit Department
Frequent contact with staff
Information Technology Department
Occasional contact with staff
Diversity and Strategic Development Department
Occasional contact with staff

Non-Tollway:
Frequent contact with Engineering Department's construction / engineering professional services vendors, including their
Project Managers
Consultants and contractors
Insurance providers

FUNCTIONS / ACCOUNTABILITIES
1. Staff
Leads, manages, and develops staff members - that are on-site
Staff scheduling
Ensures workload is optimally distributed amongst the staff
Ensures staffing is sufficient to meet workload demand
Schedules and obtains approval for overtime
2. Training
Trains new staff on Invoice Approval Process and Invoice Payment Process
Trains new Engineering Department personnel on Invoice Approval Process
Trains new Engineering Department's construction / engineering professional services vendors on Invoice Approval Process
3. Engineering Department's Invoice Approval Process
Owns this process ("process owner")
Performs continuous process improvement for this process
Oversees the daily operations of this process
Supervises the staff performing this process
Performs this process as a working supervisor
Meets Service Level Agreements (SLAs) for this process; Key Performance Indicators (KPIs) include:
accuracy / error rate
timeliness
of invoice approval
of invoice payment (by Finance)
quantity / throughput
of invoices approved
of invoices paid (by Finance)
Performs issue management
Resolves issues
Escalates issues to direct and indirect supervisors
Communicates issues and issue status to direct and indirect supervisors
Provides monthly status report to direct and indirect supervisors
4. Ensures contractual compliance by Engineering Department's construction / engineering professional services vendors
Relative to invoice approval
Relative to required documents / documentation – and associated approvals
Ensures that they are present
Obtains them if they are not
Ensures all billing / invoice processing requirements have been met; including ensuring that the invoices meet the Tollway's requirements
Processes vendor's Reallocation and Transfer requests
Relative to required documents / documentation – and associated approvals
Ensures that they are present
Obtains them if they are not
Ensures that the required Disadvantaged Business Entity (DBE) percentages are maintained
Ensures that contract dollars remain within contract limits
Ensures timely processing
Processes vendor's Work Force Rate Revisions
Relative to required documents / documentation – and associated approvals
Ensures that they are present
Obtains them if they are not
Ensures timely processing
5. Finance Department's Invoice Payment Process
Monitors transaction (invoice payment) workflow for Engineering Department's construction / engineering professional services vendors – to ensure timely payment
Performs issue management
Resolves issues
Escalates issues to direct and indirect supervisors
Communicates issues and issue status to direct and indirect supervisors
Provides monthly status report to direct and indirect supervisors
6. Engineering Department's Agreements
Prior to the Illinois Tollway Board's approval, performs reviews and recommends changes to ensure / facilitate expeditious invoice review and payment
After the Illinois Tollway Board's approval
Relative to required documents / documentation – and associated approvals
Ensures that they are present
Obtains them if they are not
Ensures that the contracts are routed, in a timely manner, to all required parties
7. Engineering Department's contract management system – Catapult (custom built)
Performs initial entry and then ongoing maintenance of construction / engineering professional services vendor information that is required for expeditious invoice review and payment
8. Engineering Department's web-based, project management system – "e-Builder"
Reviews and routes invoices for compliance and accuracy
9. Special / Individual-Contributor Projects and Focus Committee Participation
Is assigned these types of projects and requested to participate in these types of committees as the result of proven ability to
analyze problems effectively and make timely decisions in a logical and objective manner
perform in-depth analysis, when required
10. Miscellaneous
Requires ability to quickly obtain and/or highly leverage a comprehensive knowledge and understanding of the following systems:
"Catapult", the custom built, contract management system used at the Illinois Tollway - or a similar software package
"e-Builder", the web-based, project management system used at the Illinois Tollway – or a similar software package
Requires experience in the general / basic use of Microsoft Office; in particular: Outlook, Word and Excel
Requires persistence and excellent follow-up skills
Requires the ability to establish / facilitate / repair ... and sustain cross-functional team building
Requires excellent communication skills, both oral and written
Requires excellent interpersonal skills
Requires excellent organizational skills
Requires attention to detail
Serves as the supervisor's primary point of contact when the supervisor is absent
Performs all other duties, as assigned and as required, for the successful processing – approval and payment – of invoices for the Illinois Tollway's Engineering Department's construction / engineering professional services vendors

ESTIMATED, TYPICAL TRANSACTION VOLUME

Typical Qualifications: Required:
Must have a minimum of (5) years' experience in the administration of contracts; in particular: construction / engineering professional services contracts
Must have a minimum of (5) years' experience in finance / accounting; in particular: experience in project accounting procedures and responsibilities such as invoice approval, invoice payment, billing disputes, ensuring SLA (Service Level Agreement) compliance, avoiding process delays, managing and resolving issues, etc.
Must have experience working with teams comprised of both internal staff and external vendors; for example: completing project tasks and resolving project issues requiring communication and coordination with team members from multiple organizations - internal and external
Must be skilled and knowledgeable in performing conflict resolution - both internal (company) and external (customers / vendors)
Must have experience establishing / facilitating / repairing ... and sustaining cross-functional team building
Must have experience in the general / basic use of Microsoft Office; in particular: Outlook, Word and Excel
Must possess a high school diploma or General Equivalency Diploma (GED)

Supplemental Information: Desired:
Skilled and knowledgeable in the administration of contracts; in particular: construction / engineering professional services contracts
Skilled and knowledgeable in finance / accounting; in particular: experience in project accounting procedures and responsibilities such as invoice approval, invoice payment, billing disputes, ensuring SLA (Service Level Agreement) compliance, avoiding process delays, managing and resolving issues, etc.
Skilled and knowledgeable working with teams comprised of both internal staff and external vendors; for example: completing project tasks and resolving project issues requiring communication and coordination with team members from multiple organizations - internal and external
Skilled and knowledgeable in performing conflict resolution - both internal (company) and external (customers / vendors)
Skilled and knowledgeable in establishing / facilitating / repairing ... and sustaining cross-functional team building
Skilled and knowledgeable in leading, managing and training an intermediate-sized team; i.e., staff members and/or project members
Skilled and knowledgeable in leading, managing and training a team; i.e., staff members and/or project members - for a relatively long period of time
Skilled and knowledgeable in use of a contract management software package; including the document management functionality
Skilled and knowledgeable in use of "e-Builder" or a similar, web-based, project management software package; including the document management functionality
Skilled and knowledgeable in working with unions; for example: supervising union employees, grievance processes, etc.
Skilled and knowledgeable in the Illinois Tollway's operations, policies, processes, and procedures
No disciplinary actions within the previous twelve (12) months