Contract Specialist
Illinois State Toll Highway Authority, Downers Grove, IL, United States
Salary:
$45,000.00 Annually Location :
60515, IL Job Type:
Administrative Support Job Number:
67507-033126 Department:
Procurement Opening Date:
03/31/2026 Closing Date:
4/14/2026 11:59 PM Central Is this a union role?:
No Union Name:
Salaried - 6 Position Grade:
10
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 Contract Specialist position provides confidential and efficient administrative support to the Procurement Department and assists with all phases of the Purchasing Services, Contract Services and Contract Compliance contracting processes, from pre-award through contract completion and contract administration. The Contract Specialist is involved with the Tollway's compliance and document control functions. The Contract Specialist supports the Purchasing Services, Contract Services and Contract Compliance team to which s/he is assigned, and reviews the work of the Document Control and Compliance Team prior to submission of compliance documentation to external entities. This position plays a key role in ensuring that the Procurement Department complies with State laws, the Illinois Procurement Code and all applicable procurement regulations and requirements. Additionally, this position is tasked with upholding the Tollway's ethics standards and performing assigned tasks and responsibilities accurately and timely Essential Job Functions
Principle accountabilities include:
Assist staff with various compliance aspects of the procurement and contracting process. Ensure tasks are completed on time and in compliance with Tollway policies, processes, procedures, and regulatory requirements Use interpersonal skills to establish and maintain effective working relationships with team members, offerors/bidders, vendors, contractors, consultants, State personnel as well as various Tollway personnel. Identify and coordinate resolution of work product discrepancies. Maintain integrity of confidential internal and external information. Follow up on both routine and assigned duties to ensure the efficiency of the Procurement Department's Purchasing Services, Contract Services and Contract Compliance teams. Complete other similar or related duties or tasks as required or assigned. This position requires a cooperative and flexible individual capable of developing and maintaining positive relationships with personnel at all levels, as well as individuals outside of the Tollway. The Contract Specialist will perform the respective document control and compliance responsibilities shown below and will ensure these responsibilities are executed according to process and policy. Responsibilities may be adjusted based on changes to policies, processes, and State laws, rules, and regulations. The Contract Specialist will have Document Control and Compliance Responsibilities, including but not limited to: Coordinate with Procurement department and user department staff and management. Maintain project documents Verify proper file naming convention is utilized Review documents for accuracy and completion Scan external documents Upload files to proper project folders; routinely verifying accuracy of information Assist in preparing submissions to external government entities Review disclosures and certifications. Obtain missing certifications/disclosures by communicating with offerors/bidders and vendors as necessary. Log incoming pay estimate requests Compile data for reporting purposes Process potential conflicts of interest. Prepare documents for review and approval for submission to external entities. Assist and perform continuing disclosure requirements as needed. Enter data into Tollway systems and utilize other programs and tools as necessary. Train on software and systems Schedule appointments and reserve rooms Troubleshoot system and contract issues. Prepare responses to FOIA requests Assist with coordination of compliance site visits and accompany staff as necessary Enter data in various department systems Other responsibilities include acting as a support to the Procurement Department's Executive Secretary positions. These duties may include, but are not limited to:
Prepare submittal documents to the Tollway's Board of Directors. Maintain electronic timekeeping for the Procurement Department. Manage Microsoft Outlook calendar(s). Set up meetings and reserve conference rooms. Receive and screen telephone calls and take accurate and complete messages. Respond to routine telephone calls and emails. File, scan, copy, and fax documents as requested. Upload documents to SharePoint. Create and format materials and documents as requested. Perform follow-up tasks related to the Department's performance and functional role as requested. Engage with Business Enterprise Program (BEP), Disabled Business Enterprise (DBE) and Veteran Business Enterprise (VBE) contractors and subcontractors and provide support for the goals of the programs required of the position, if applicable. Qualifications
Education (Required)
A high school diploma or equivalent is required. Some college is strongly desired. Skills and Experience (Required)
A minimum of two (2) years of progressively responsible administrative work experience in a large organizational setting and working knowledge of procurement and compliance is required. Excellent verbal and written communication skills are required. Good interpersonal skills and the ability to positively and cooperatively interact with offerors/bidders, vendors, co-workers, and various levels of management are required. Excellent organizational skills and attention to detail is required, as well as the ability to perform multiple functions and tasks simultaneously. All tasks must be completed in a manner consistent with and in compliance with procedures and requirements under rule and law. Strong time-management skills are essential, along with the ability to prioritize and take initiative. The Contract Specialist must have comprehensive skills in Microsoft Office applications (Word, Excel, Outlook, and Access). Data entry skills are required. Experience with office equipment, i.e., copying machines, scanners, etc. is required. Ability to accompany staff on site visits. Education (Preferred)
A Bachelor's degree in Business Administration or a related field Skills and Experience (Preferred)
Two years of public procurement, contract compliance or contract administration experience Past experience working in ERP procurement and contract compliance systems, reviewing financial disclosures and ownership structure documents is desired. Working knowledge of the State of Illinois Procurement Code and various types of legal organizational structures is desired. Working knowledge and/or experience with compliance for diversity programs; including MBE, WBE, DBE, BEP and VOSB programs
The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation. At the Illinois State Toll Highway Authority, we give our employees the tools to succeed both on and off the job. Our generous benefits package provides comprehensive coverage to help you protect your health and earning power and prepare for the future. In addition, we offer several programs that help you grow in your career and make the Illinois State Toll Highway Authority a great place to work!
MEDICAL, Rx, DENTAL, VISION BENEFITS
Aetna Select Open Access (HMO) - Premium FREE! Aetna Choice POS II (PPO) Aetna Prescription, Dental and Vision included at no additional cost. EyeMed Vision Care Voluntary Coverage FLEXIBLE SPENDING ACCOUNT
Healthcare Flexible Spending Accounts (FSA)
Pre-tax account you put money into that you use to pay for certain out-of-pocket health care costs.
Dependent Care Flexible Spending (DCAP)
Pre-tax account you put money into that you use to pay for dependent care costs.
TERM LIFE & AD&D INSURANCE
Basic Term Life & AD&D - Premium FREE! Additional coverage available TUITION REIMBURSEMENT
Annual Reimbursement - $5,250 PAID TIME OFF
Holidays Vacation Sick Leave Sick Leave Bank Bereavement Leave Parental Leave EMPLOYEE ASSISTANCE PROGRAM (EAP)
No cost services for employee and family. STATE EMPLOYEES RETIREMENT SYSTEMS (SERS or SRS) PROGRAMS
Pension Plan Non-Occupational and Occupational Disability Deferred Compensation/After-Tax ROTH NCPERS Voluntary Life and AD&D
01
Microsoft Excel Proficiency: Listed below are definitions of Microsoft Excel proficiency levels. Please read the following definitions carefully prior to answering the question.
Basic This level of skills is required to perform tasks and work with data in worksheets.A person with this level of skills is able to enter and correct data, modify a workbook, format a worksheet, and use printing functions. Intermediate This level of skills is required to work with multiple worksheets, filter data, use integrate functions, and manipulate databases.With this level of skills, a person understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel. Advanced This level of skills is required to use advanced techniques for analyzing and manipulating data in Excel.A person with this level of skills is able to automate some operations, manage Macro commands, and create MS Excel applications. What is your proficiency level in Microsoft Excel?
No Experience Basic Intermediate Advanced
02
Microsoft Outlook Proficiency: Listed below are functions typically associated with Microsoft Outlook proficiency levels. Please carefully read the following prior to answering the question.
Basic
Creating Emails and Attaching Files to Messages Making Appointments and Changing the Time of Appointments Customizing the Ribbon Checking the Word Count Working with Reminders Moving Messages between Folders Creating Signatures Searching for and Flagging Messages
Intermediate
Previewing Attachments Categorizing Messages Printing Calendars Mentioning Contacts in the Body of an Email Using Quick Parts Creating Meeting Invitations Using the Different views Taking Meeting Notes Writing Professional Emails Inserting Online Pictures Setting a Default Signature Using Groups Working with Printing Styles
Advanced
Turning on the Week Number Settings Setting Up Recurring Meetings Working with Hyperlinks Adding and Removing Columns Working with Notes Using the Bcc field Requesting Read Receipts Changing the Background Color of a Message Creating Templates Archiving Messages Creating Rules Printing Attachments Assigning Tasks
Expert
Exporting Calendars Adding and Changing Time Zones Applying Outlook Themes and Stationery to Messages Attaching Email Messages to Other Messages Using the Spelling and Grammar check Specifying Default Fonts for unread messages Setting Delayed Delivery Options Encrypting Messages Using the Smart Lookup Feature Setting Permissions Archiving and other useful features that assist Organization Blocking Incoming Mail Creating Tasks without opening Outlook
What is your proficiency level in Microsoft Outlook?
No Experience Basic Intermediate Advanced Expert
03
Microsoft Word Proficiency: Listed below are definitions of Microsoft Word proficiency levels. Please read the following definitions carefully prior to answering the question.
Basic This level of skills is sufficient to perform daily word processing tasks, such as, producing routine letters, memorandums, and informal reports.A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup. Intermediate This level of skills is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges,and also perform basic work with existing Macros.A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. Advanced This level of skills is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.A person with this level of skills is able to use and create a wide range of graphic effects and has full mastery of Macro commands. What is your proficiency level in Microsoft Word?
No Experience Basic Intermediate Advanced
04
Please indicate your highest level of education.
High School Diploma / GED Associate Degree Bachelor's Degree Master's Degree or above
05
It is a requirement to have a minimum of two (2) years of progressively responsible administrative work experience in a large organizational setting. Do you meet this requirement?
Yes No
06
It is a requirement to have comprehensive skills in Access. Data entry skills are required. Do you meet this requirement?
Yes No
07
It is a requirement to have working knowledge of procurement and compliance. Do you meet this requirement?
Yes No
08
For the question above, please provide where (at which organization) and when (the time period) you gained thisexperience -- citing specific examples. If you have no experience, or did not meet the minimum requirement, pleaseenter "NA". We will not make assumptions regarding your response. If you do not answer completely, you will not receive credit for this question. Required Question
$45,000.00 Annually Location :
60515, IL Job Type:
Administrative Support Job Number:
67507-033126 Department:
Procurement Opening Date:
03/31/2026 Closing Date:
4/14/2026 11:59 PM Central Is this a union role?:
No Union Name:
Salaried - 6 Position Grade:
10
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 Contract Specialist position provides confidential and efficient administrative support to the Procurement Department and assists with all phases of the Purchasing Services, Contract Services and Contract Compliance contracting processes, from pre-award through contract completion and contract administration. The Contract Specialist is involved with the Tollway's compliance and document control functions. The Contract Specialist supports the Purchasing Services, Contract Services and Contract Compliance team to which s/he is assigned, and reviews the work of the Document Control and Compliance Team prior to submission of compliance documentation to external entities. This position plays a key role in ensuring that the Procurement Department complies with State laws, the Illinois Procurement Code and all applicable procurement regulations and requirements. Additionally, this position is tasked with upholding the Tollway's ethics standards and performing assigned tasks and responsibilities accurately and timely Essential Job Functions
Principle accountabilities include:
Assist staff with various compliance aspects of the procurement and contracting process. Ensure tasks are completed on time and in compliance with Tollway policies, processes, procedures, and regulatory requirements Use interpersonal skills to establish and maintain effective working relationships with team members, offerors/bidders, vendors, contractors, consultants, State personnel as well as various Tollway personnel. Identify and coordinate resolution of work product discrepancies. Maintain integrity of confidential internal and external information. Follow up on both routine and assigned duties to ensure the efficiency of the Procurement Department's Purchasing Services, Contract Services and Contract Compliance teams. Complete other similar or related duties or tasks as required or assigned. This position requires a cooperative and flexible individual capable of developing and maintaining positive relationships with personnel at all levels, as well as individuals outside of the Tollway. The Contract Specialist will perform the respective document control and compliance responsibilities shown below and will ensure these responsibilities are executed according to process and policy. Responsibilities may be adjusted based on changes to policies, processes, and State laws, rules, and regulations. The Contract Specialist will have Document Control and Compliance Responsibilities, including but not limited to: Coordinate with Procurement department and user department staff and management. Maintain project documents Verify proper file naming convention is utilized Review documents for accuracy and completion Scan external documents Upload files to proper project folders; routinely verifying accuracy of information Assist in preparing submissions to external government entities Review disclosures and certifications. Obtain missing certifications/disclosures by communicating with offerors/bidders and vendors as necessary. Log incoming pay estimate requests Compile data for reporting purposes Process potential conflicts of interest. Prepare documents for review and approval for submission to external entities. Assist and perform continuing disclosure requirements as needed. Enter data into Tollway systems and utilize other programs and tools as necessary. Train on software and systems Schedule appointments and reserve rooms Troubleshoot system and contract issues. Prepare responses to FOIA requests Assist with coordination of compliance site visits and accompany staff as necessary Enter data in various department systems Other responsibilities include acting as a support to the Procurement Department's Executive Secretary positions. These duties may include, but are not limited to:
Prepare submittal documents to the Tollway's Board of Directors. Maintain electronic timekeeping for the Procurement Department. Manage Microsoft Outlook calendar(s). Set up meetings and reserve conference rooms. Receive and screen telephone calls and take accurate and complete messages. Respond to routine telephone calls and emails. File, scan, copy, and fax documents as requested. Upload documents to SharePoint. Create and format materials and documents as requested. Perform follow-up tasks related to the Department's performance and functional role as requested. Engage with Business Enterprise Program (BEP), Disabled Business Enterprise (DBE) and Veteran Business Enterprise (VBE) contractors and subcontractors and provide support for the goals of the programs required of the position, if applicable. Qualifications
Education (Required)
A high school diploma or equivalent is required. Some college is strongly desired. Skills and Experience (Required)
A minimum of two (2) years of progressively responsible administrative work experience in a large organizational setting and working knowledge of procurement and compliance is required. Excellent verbal and written communication skills are required. Good interpersonal skills and the ability to positively and cooperatively interact with offerors/bidders, vendors, co-workers, and various levels of management are required. Excellent organizational skills and attention to detail is required, as well as the ability to perform multiple functions and tasks simultaneously. All tasks must be completed in a manner consistent with and in compliance with procedures and requirements under rule and law. Strong time-management skills are essential, along with the ability to prioritize and take initiative. The Contract Specialist must have comprehensive skills in Microsoft Office applications (Word, Excel, Outlook, and Access). Data entry skills are required. Experience with office equipment, i.e., copying machines, scanners, etc. is required. Ability to accompany staff on site visits. Education (Preferred)
A Bachelor's degree in Business Administration or a related field Skills and Experience (Preferred)
Two years of public procurement, contract compliance or contract administration experience Past experience working in ERP procurement and contract compliance systems, reviewing financial disclosures and ownership structure documents is desired. Working knowledge of the State of Illinois Procurement Code and various types of legal organizational structures is desired. Working knowledge and/or experience with compliance for diversity programs; including MBE, WBE, DBE, BEP and VOSB programs
The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex or sexual orientation. At the Illinois State Toll Highway Authority, we give our employees the tools to succeed both on and off the job. Our generous benefits package provides comprehensive coverage to help you protect your health and earning power and prepare for the future. In addition, we offer several programs that help you grow in your career and make the Illinois State Toll Highway Authority a great place to work!
MEDICAL, Rx, DENTAL, VISION BENEFITS
Aetna Select Open Access (HMO) - Premium FREE! Aetna Choice POS II (PPO) Aetna Prescription, Dental and Vision included at no additional cost. EyeMed Vision Care Voluntary Coverage FLEXIBLE SPENDING ACCOUNT
Healthcare Flexible Spending Accounts (FSA)
Pre-tax account you put money into that you use to pay for certain out-of-pocket health care costs.
Dependent Care Flexible Spending (DCAP)
Pre-tax account you put money into that you use to pay for dependent care costs.
TERM LIFE & AD&D INSURANCE
Basic Term Life & AD&D - Premium FREE! Additional coverage available TUITION REIMBURSEMENT
Annual Reimbursement - $5,250 PAID TIME OFF
Holidays Vacation Sick Leave Sick Leave Bank Bereavement Leave Parental Leave EMPLOYEE ASSISTANCE PROGRAM (EAP)
No cost services for employee and family. STATE EMPLOYEES RETIREMENT SYSTEMS (SERS or SRS) PROGRAMS
Pension Plan Non-Occupational and Occupational Disability Deferred Compensation/After-Tax ROTH NCPERS Voluntary Life and AD&D
01
Microsoft Excel Proficiency: Listed below are definitions of Microsoft Excel proficiency levels. Please read the following definitions carefully prior to answering the question.
Basic This level of skills is required to perform tasks and work with data in worksheets.A person with this level of skills is able to enter and correct data, modify a workbook, format a worksheet, and use printing functions. Intermediate This level of skills is required to work with multiple worksheets, filter data, use integrate functions, and manipulate databases.With this level of skills, a person understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel. Advanced This level of skills is required to use advanced techniques for analyzing and manipulating data in Excel.A person with this level of skills is able to automate some operations, manage Macro commands, and create MS Excel applications. What is your proficiency level in Microsoft Excel?
No Experience Basic Intermediate Advanced
02
Microsoft Outlook Proficiency: Listed below are functions typically associated with Microsoft Outlook proficiency levels. Please carefully read the following prior to answering the question.
Basic
Creating Emails and Attaching Files to Messages Making Appointments and Changing the Time of Appointments Customizing the Ribbon Checking the Word Count Working with Reminders Moving Messages between Folders Creating Signatures Searching for and Flagging Messages
Intermediate
Previewing Attachments Categorizing Messages Printing Calendars Mentioning Contacts in the Body of an Email Using Quick Parts Creating Meeting Invitations Using the Different views Taking Meeting Notes Writing Professional Emails Inserting Online Pictures Setting a Default Signature Using Groups Working with Printing Styles
Advanced
Turning on the Week Number Settings Setting Up Recurring Meetings Working with Hyperlinks Adding and Removing Columns Working with Notes Using the Bcc field Requesting Read Receipts Changing the Background Color of a Message Creating Templates Archiving Messages Creating Rules Printing Attachments Assigning Tasks
Expert
Exporting Calendars Adding and Changing Time Zones Applying Outlook Themes and Stationery to Messages Attaching Email Messages to Other Messages Using the Spelling and Grammar check Specifying Default Fonts for unread messages Setting Delayed Delivery Options Encrypting Messages Using the Smart Lookup Feature Setting Permissions Archiving and other useful features that assist Organization Blocking Incoming Mail Creating Tasks without opening Outlook
What is your proficiency level in Microsoft Outlook?
No Experience Basic Intermediate Advanced Expert
03
Microsoft Word Proficiency: Listed below are definitions of Microsoft Word proficiency levels. Please read the following definitions carefully prior to answering the question.
Basic This level of skills is sufficient to perform daily word processing tasks, such as, producing routine letters, memorandums, and informal reports.A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup. Intermediate This level of skills is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges,and also perform basic work with existing Macros.A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. Advanced This level of skills is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements.A person with this level of skills is able to use and create a wide range of graphic effects and has full mastery of Macro commands. What is your proficiency level in Microsoft Word?
No Experience Basic Intermediate Advanced
04
Please indicate your highest level of education.
High School Diploma / GED Associate Degree Bachelor's Degree Master's Degree or above
05
It is a requirement to have a minimum of two (2) years of progressively responsible administrative work experience in a large organizational setting. Do you meet this requirement?
Yes No
06
It is a requirement to have comprehensive skills in Access. Data entry skills are required. Do you meet this requirement?
Yes No
07
It is a requirement to have working knowledge of procurement and compliance. Do you meet this requirement?
Yes No
08
For the question above, please provide where (at which organization) and when (the time period) you gained thisexperience -- citing specific examples. If you have no experience, or did not meet the minimum requirement, pleaseenter "NA". We will not make assumptions regarding your response. If you do not answer completely, you will not receive credit for this question. Required Question