Open Positions

Executive Assistant for Procurement Department, Full Time

Connect Transit is celebrating 50 years of service as the primary public transit system for the Bloomington-Normal area this year, providing quality transportation to residents, allowing them to live spontaneously. Our mission is to provide safe, reliable transportation and access to opportunity to strengthen and enrich individual lives, our community, the economy, and the environment. All of our employees are vital in supporting this mission, read on to see how you can be part of it too!

Job Description: 

As Connect Transit’s Executive Assistant for the Procurement Department you will assist the Procurement Director with all aspects of the purchasing and procurement processes and documentation to ensure they are compliant with all applicable state and federal laws and regulations, as well as company policy. You will also assist with research and completion of Connect Transit’s Federal and State Grant programs. The ideal candidate will have advanced administrative skills, be detail oriented, competent in prioritizing and working with little supervision, self-motivated and trustworthy, ensuring a smooth running Procurement Department.

Wages: 

• $41,600 - $48,776 a year, dependent on qualifications

What We Offer: 

• Job related training
• Medical insurance: Connect Transit will pay 100% of employee premium and 65% of dependent premiums
• Dental, vision, life insurance
• Paid time off
• Paid holidays
• Retirement plans, employer contribution of 5%
• Tuition reimbursement available
• Free bus pass for employees and immediate family members
• A team atmosphere with coworkers who want to see you succeed in your job

Responsibilities and Duties:

• Under guidance from the Procurement Director, use standard forms to prepare a variety of formal and informal requests for proposal/bid and specifications for goods and services
• Coordinate with various departments to ensure procurement meets their needs and expectations
• Produce and distribute procurement related documents, and review and analyze bids/proposals with Procurement Director
• Research comparative data regarding price, quality, quantity, and availability of materials, supplies and equipment and places orders as appropriate
• Assist the Procurement Director with research and completion of Connect Transit’s Federal and State Grant programs
• Expedite purchase orders, overseeing shipping schedules and maintaining purchase records 
• Keep departments updated of contract status
• Develop sources of goods and services; maintain various files and records
• Assist Procurement Director in managing the company’s Disadvantaged Business Enterprise program
• Submit timely reports and prepare presentations/proposals as assigned
• Organize and schedule meetings and events for the Procurement Department when necessary
• Coordinate office activities and operations to ensure efficiency and compliance to company policies
• Perform administrative duties, such as filing, typing, copying, document management, scanning, etc.
• Compose professional correspondence (e-mail, letters, packages etc.)
• Prepare information and research as requested
• Manage and maintain electronic and physical files
• Support bookkeeping
• Assist colleagues as necessary
• Perform other duties as assigned

Job Requirements:

• Valid Illinois Driver’s License
• Acceptable driving record (No serious traffic or license violations within the last five years)
• High school diploma or equivalent (Associate degree or higher preferred) or an equivalent combination of education and experience consistent with the required qualifications
• Pass background check
• Pass pre-employment drug test and willingness to comply with federal drug and alcohol testing requirements
• Ability to work independently, yet take verbal and written direction, with minimal supervision and prioritize work while making sound judgement
• Ability to operate a variety of office equipment
• Ability to proficiently utilize Adobe Acrobat and Microsoft applications (Word, Excel, Outlook)
• Ability to manage time effectively
• Ability to maintain excellent attendance
• Ability to reference previous projects to inform current projects
• Ability to type with speed and accuracy
• Ability to maintain organizational and interpersonal skills
• Ability to maintain confidentiality or sensitive information at all times
• Ability to work with diverse personalities, pressure, and deadlines
• Ability to maintain flexibility and respond to changing priorities
• Ability to perform assigned administrative functions with speed and accuracy under time sensitive pressure
• Ability to learn new procedures, where to look for information, retain information for use again
• Ability to research and compile data and information, apply analytical skills
• Ability to interact professionally with various levels of transit employees, the public, and vendors to maintain effective working relationships using principles of excellent customer service
• Ability to communicate effectively in writing, in person, as well as via phone and email
• Ability to create professional correspondence and documents
• Ability to proofread work, identify and correct errors
• Ability to make accurate mathematical calculations for the purpose of documentation, budgeting, and bookkeeping
• Ability to read and interpret specifications, plans, drawings, and purchase requests
• Ability to translate user requirements into appropriate specifications
• Ability to meet the physical demands required of this position

* Connect Transit provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

*EEO/Minorities/Females/Vet/Disability.