Job Responsibilities

This position is accountable for managing and supervising bureau support functions in the areas of computerized management information system, operating budget and purchase, assets management, procurement, a two-way mobile radio system, special highway repair plans and contract preparations, invoice coding and processing, and highway records maintenance.

This position reports to the Services and Development Chief. No subordinates report to this position.

This position requires a variety of talents and thorough knowledge of computer systems, a thorough understanding of purchasing policies and procedures, and experience in preparation of contract documents. The incumbent ensures that all supplies and equipment used by the bureau are available to field personnel in sufficient quantities during both normal and emergency situations. The incumbent is responsible for the preparation of City Maintenance Agreements.

Typical problems include determining, within fiscal restraints, supplies to purchase and how to distribute them, forecasting budget needs, assisting in preparing bureau budget, entering budget information in average monthly payment (AMP), and monitor the total bureau funds. The incumbent’s greatest challenge and accountability is to manage available fiscal resources to achieve optimum operating efficiency of all the systems.

This position is responsible for operating a computer terminal for recording of budget, inventory, and invoice data. The incumbent will retrieve and evaluate numerous reports from the system for the purpose of monitoring performance of manpower, equipment, and material usage. The incumbent will advise all bureau personnel on the operation of the system and provide field training. The incumbent will act as a contact person between the district and the central Bureau of Operations regarding system failures, mechanical, technical, and procedural changes and revisions. This position will serve as liaison for installation and maintenance of all system components at 20 outlying maintenance locations. The incumbent advises on matters relating to pursuance of equipment warranty work. The incumbent will review changes and improvements in the Department’s Assets Management Program (AMP) software to track budgets, inventory, and invoice data for equipment and materials; uses the state of Illinois electronic procurement system (BidBuy) to purchase equipment and materials, process pay estimates, financial statements, maintenance statements, and invoices. The incumbent will serve as one of the district trainers for AMP and BidBuy users. The incumbent keeps budget status records, which are utilized to make recommendations regarding allotments for various categories within the overall budget. This information is subsequently used by the Services and Development Chief in preparing the annual budget. The incumbent prepares annual city maintenance agreements for maintenance of state highways through 15 cities within the district and monitors expenditures, processes invoices, and conducts all verbal and written correspondence. Weather technician duties will be performed when needed in the bureau’s radio communication center. The incumbent will be expected to travel out of town for meetings to advise and provide input into changes, revisions, additions, deletions, upgrading, and problems affecting the mobile radio system. The incumbent will also provide input to the computerized management information system and purchasing policies and procedures.

Job Responsibilities (continued)

The incumbent works within the department’s policies, purchasing specifications, and budget restraints. The position has the authority to act and to solve job problems within these confines. Problems beyond the authority of the incumbent, such as overall budget requests, are referred to the Services and Development Chief.
The incumbent has frequent contact with Operations Field Technicians and Field Engineers. Contacts within the department are with the district Bureaus of Administrative Services, Program Development and Project Implementation and the central Bureau of Operations. External contacts include, various material and supply manufacturers, vendors, and city officials regarding maintenance agreements. The incumbent will also be in contact with the state police during emergency operations.
The effectiveness of this position is measured by the accuracy and timeliness of computer-generated reports, the condition of all bureau equipment including computer, radio, and precision of the roadway inventory records. The effectiveness is also measured by the accuracy of supplies and tools distribution decisions, and management of assigned budgetary duties.

Principal Accountabilities

1. Maintain accurate records for preparation and control of the annual Maintenance budget and computing manpower requirements.
2. Ensure that all data is promptly entered into the AMP and that all related equipment is promptly serviced and that all user personnel are kept abreast of latest policies and procedures regarding its operation.
3. Ensure that inventory records and maintained and updated for all tools and supplies.
4. Ensure that records for the road inventory are maintained and updated.
5. Responsible for preparing and monitoring city maintenance agreements.
6. Maintain records for preparation and ordering commodities, tools, supplies and annual purchases.
7. Responsible for salt ordering and maintenance of those records.
8. Assist in the prompt handling of emergencies such as ice and snow removal, floods, tornadoes, vehicle accidents, etc.
9. Perform duties in accordance with Departmental safety policies and is responsible for the safety of subordinate personnel.
10. Perform other duties as required.

Qualifications

Position Requirements

• Completion of two years of college in civil engineering technology, pre-engineering or a job related technical/science curriculum PLUS five years of engineering experience; OR seven years of engineering experience.
• Valid Driver's license.
• Ability to lift at least 50 pounds, use stairs and ladders.
• Successful completion of a pre-employment physical.
• Successful completion of pre-employment drug and alcohol screening.
• Successful completion of a background check.
• District-wide travel with occasional overnight stays, occasional night work and overtime.

Position Desirables

• Ability to plan and direct efforts of work for efficient accomplishments of budget and program objectives.
• Ability to maintain harmonious relationships with employees, agency officials, vendors, and the public.
• Strong oral and written communication skills.
• Strong problem solving and decision-making skills.
• Efficiency in Microsoft Office applications.