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TECHNICAL MANAGER V - ADMINISTRATIVE SERVICES MANAGER - IPR#44751

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  May 4, 2021
Location: 

Springfield, IL, US, 62702-2313

Job Requisition ID:  2813

Agency:  Department of Transportation 
Closing Date/Time:  05/17/2021 
Salary:   $6,145 - $10,210 Monthly 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  NR916 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 HOW TO APPLY:

Technical Applications PM1080 (rev 3/8/21) must be received by the Bureau of Personnel Management, Room 113, 2300 South Dirksen Parkway, Springfield, IL  62764 (Fax# 217/557-3134) or emailed to DOT.CO.BPM.EmploymentApplications@Illinois.gov by the closing date listed above.  The previous application form revised 10/16/20 will be accepted until May 8, 2021. Please visit https://idot.illinois.gov/about-idot/employment-opportunities/employment/index to download the Technical Application PM1080.

Please indicate IPR#44751 on the Technical Application PM1080.

Agency Mission Statement

The Illinois Department of Transportation is seeking to hire an Administrative Services Manager.

The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.

Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs. 

Employees enjoy excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; tuition reimbursement; flexible schedules; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.

Job Responsibilities

This position is responsible for the overall direction of the Day Labor Administrative Services Unit in providing the necessary support services to ensure maximum utilization of resources to accomplish Day Labor’s goals and objectives.

This position reports to the Engineer of Day Labor.  Reporting to this position are the Contract and Resources Support Manager, the Information Systems and Procurement Manager, Accountant Advanced, and an Office Administrator.
Under the direction of the Engineer of Operations, the Day Labor Section is a unique area within the Office of Highways Project Implementation.  It provides direct support to each of the nine Illinois Department of Transportation (IDOT) district Operations bureaus by completing approximately 150 highway and bridge repair construction projects annually.  These projects are either of an emergency nature or are too large or complex for the districts to perform.  Labor for the projects is obtained from local trade unions statewide on a temporary basis.
Typical problems encountered by the incumbent include salary administration, purchasing rules and regulations, implementing computerized management information systems, providing timely and accurate budgetary reports, identifying and evaluating areas for internal improvements, timely processing of invoices, providing accurate project costing, and facility management.  The greatest challenge is to assure proper compliance with all bureau and departmental orders, policies, and procedures.

The incumbent is accountable for assuring the Day Labor Sections compliance with all administrative policies and procedures.  As the Day Labor Administrative Manager, the incumbent is accountable for preparing and administering the operational budget, formulating and implementing policies and procedures, and supervising his/her subordinate personnel in providing the support services for the section.  Another vital role of this positionis coordinating and scheduling training for Day Labor Section Unit Chiefs and other personnel in administrative matters such as budget preparation, budget monitoring, personnel administration, business and financial services, data processing, purchasing, labor relations, and policy interpretation.  The incumbent personally performs such duties as directing the activities of the sub-units, managing the implementation of substantive operational changes, preparing and monitoring the operating budget, serving as the section’s capital improvements planner, and resolving problems with craft union leaders.  Engagement with Business Enterprise Program (BEP) contractors and subcontractors and support for the goals of the BEP program and the Fair Contracting Task Force is required of this position.

(Job Responsibilities continued)

The incumbent accomplishes his/her accountabilities through the following staff:

• Contract and Resources Support Manager, who is responsible for managing the Day Labor Section procurement contracts for materials, equipment, vehicles, and facility resources in support of approximately 150 mission critical road/bridge repair and construction projects annually.
• Information Systems and Procurement Manager, who is responsible for providing computer and systems services and all procurement/purchasing for the section.
• Accountant Advanced, who is responsible for the accounting, project costing, budgetary activities, and office support services.
• Office Administrator IV, who provides salaried/technical payroll, extra help (union) payroll, contract management, word processing, and clerical support to the section.

The incumbent is given wide latitude in the management of the Day Labor Section’s administrative activities. When conflicts arise which cannot be resolved, the incumbent will refer them to the Engineer of Day Labor, and on occasion, the Engineer of Operations with a recommended course of action.  Controls over the incumbent’s freedom to act are primarily the bureau’s, department’s and State of Illinois’ policies and procedures.  The incumbent has authority to initiate personnel transactions for hiring, firing, promoting, and adjusting salaries for subordinate personnel, and for contracting services within the scope of budgetary limitations, departmental policies, and the State Purchasing Act.
The incumbent maintains contacts with other managers within the Office of Highways Project Implementation in the central office and in the districts, as well as in the Office of Finance and Administration and the Office of Chief Counsel in the full range of administrative activities.  Externally, the position has contacts with vendors, trade union officials, the Department of Central Management Services (DCMS), and the Department of Labor (DOL). The incumbent will represent IDOT and the Bureau of Operations on committees/boards/councils as assigned/delegated, i.e. the State Emergency Operations Center, the Illinois Terrorism Task Force, the Office of Highways Project Implementation Safety Council, etc. S/He often drives between the day labor facility and material suppliers.   Out of town travel may be an occasional requirement to attend conferences. 
The effectiveness of this position is measured by the quality and timeliness of administrative support provided to the Engineer of Day Labor and the units in the organization. 

Principal Accountabilities

1. Directs the activities and responsibilities of the Administrative Services Unit to ensure adequate resources for accomplishing the Day Labor Section programs.
2. Advises the Engineer of Day Labor in the administrative matters of the section.
3. Ensures that all administrative activities in the Day Labor Section are within approved policies and procedures.
4. Ensures that the section makes maximum utilization of its budgeted resources.

5. Serves as the planner and coordinator for capital improvements at the Day Labor Section complex.
6. Trains, motivates, and evaluates subordinate personnel and ensures a safe working environment for all staff.
7. Performs duties in compliance with departmental safety rules.  Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
8. Performs other duties as assigned.

 

Qualifications

Position Requirements

• Education/Experience

  • Completion of a bachelor's degree majoring in business, finance, or public administration PLUS three years of experience in administrative or financial administration, budget development, records management, personnel management, or a combination thereof; OR Eleven years of experience in administrative or financial administration, budget development, records management, personnel management, or a combination thereof

Position Desirables

• Supervisory experience
• Extensive working knowledge of the department’s automated Fiscal Operations Administration (FOA) accounting system and the Statewide Accounting Management System (SAMS) and procedures
• Working knowledge of the department’s formal contracts and lump sum appropriations
• Proficient in the application/use of Microsoft Suite programs such as Excel, Access, and Word
• Ability to maintain harmonious relationships with employees, agency officials, and the public
• Ability to plan, organize, and execute administrative or technical program requirements

Work Hours:  8:00 AM to 4:30 PM Monday - Friday 

Work Location:  Springfield - 505 N Macarthur Blvd 

Office: Office of Highways Project Implementation/Bureau of Operations

Agency Contact:  DOT.CO.BPM.EmploymentApplications@Illinois.gov

Job Function:  Transportation 

Collective Bargaining Agreement language applies to this requisition

We are currently transitioning our application process away from paper process to an electronic application process.  This position has not been transitioned please follow the directions below when applying to this position.

 

Please visit the IDOT website at http://www.idot.illinois.gov/about-idot/employment-opportunities/employment/index to obtain the required bid forms and application forms.