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, the Facilities & Fleet Operations Special Projects Coordinator is responsible for the set-up, keep up, hand out, and manages the parts stock for the Mobile Shop using the given accounting and inventory control methods.

Essential Job Functions

The Facilities & Fleet Operations Special Projects Coordinator's responsibilities include but are not limited to:

• Disburse parts inventory and equipment to specific personnel to ensure continued operation of the division.
• Performs follow-up and tracks all orders for materials and supplies.
• Performs cycle counts on inventory levels to assure accuracy in receiving and dispersals.
• Enter orders into the appropriate systems against established contracts; place orders with vendors via email, phone, or fax; complete required supporting documentation/forms.
• Process invoices from vendors, verify proper pricing, and ensure payments to vendors are processed.
• Enters work orders for both Mobil Shop and Field Service Technicians.
• Enters asset transfers for equipment.
• Manages asset disposals of equipment through IBID, SA, CMS, and recycling.
• Manage project expenses through effective communication of spend information with various stakeholders within the department.
• Provide timely updates of forecasted total costs and timing of expenses within the project plan.
• Maintain project plan quality and integrity through regular and thorough updates.
• Maintain adequate inventory levels to support the needs of the departments.
• Send equipment out for repair.
• Complete special projects and other duties as assigned by the department.

Qualifications

Education (Required)

• High school diploma or the Equivalent of Education and Experience

• Experience with inventory control and asset management.
• Excellent organizational skills.
• Ability to create reports.
• Understanding of invoicing and closeout procedures
• Experience communicating with vendors.
• Excellent written and verbal communication skills.
• Ability to multitask.
• Ability to work with various levels of authority and establishing positive working relationships with internal and external groups.
• Ability to budget and forecast.
• Intermediate level of proficiency in Microsoft Word, Access and Excel

• Associate degree from an accredited college with coursework in Accounting, Business Administration, Finance and/or Management

• One year of experience in customer service and/or project coordination
• Knowledge and experience in the use of SAP's ERP system or a similar system in the creation of purchase orders and invoice processing
• Experience in contract payment processing and auditing supporting documents.
• Knowledge of various types of equipment recycling requirements and best practices.