Intake Specialist

Position Overview

The Illinois Tollway is dedicated to 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 vision, the Intake Specialist supports the operations of the department by maintaining documentation, spreadsheets, correspondence, and invoicing against department contracts.

Essential Job Functions

The Intake Specialist’s responsibilities include but are not limited to the following:
 

• Intake Specialist will be responsible for contract related invoicing in the Facilities and Fleet Operations department.
• Create shopping carts in SAP so that invoices can be forwarded and processed for payment with all required information including account number, contract number, location, and material or service information.
• Monitor and respond to e-mails from internal and external stakeholders as required to facilitate clear communications between groups.
• Gathers all pertinent information and formulates a draft response for invoice disputes with vendors and contractors.
• Creates and monitors payments to vendors by creating various reports in Excel and SAP for the Sr. Manager of Facility Assets to ensure on-time invoice processing.
• Researches and prepares responses for the Sr, Manager of Facility Assets to inquiries from vendors about invoice status.
• Monitors and tracks contract payments by month for accrual reporting for different facilities, locations, and sites.
• Perform other administrative duties as assigned.

Qualifications

Education (Required)
 

• High school graduate or GED equivalent

Skills and Experience (Required)
 

• Excellent interpersonal and organizational skills are required.
• Excellent oral and written communication skills are required.
• Excellent knowledge of Microsoft Word, Excel, and Outlook is required.
• Industry experience with the scheduling and delivery of commercial materials and supplies.
• Industry experience receiving and accepting materials and supplies along with the associated inventory steps or techniques for documenting that process.
• The position must be capable of meeting projects deadlines.
• One to three years’ experience utilizing Excel preparing financial spreadsheets.

Education (Preferred)
 

• Associate degree or higher from an accredited college/university or an equivalent of education and experience.
• Minimum of three to five (3-5) years of experience with the invoicing, receiving, inventory, scheduling, and the delivery of and goods and materials.
• Ability to think creatively about alternative solutions to develop new ideas for answers regarding work-related problems.
• Knowledge of and experience in the use of technology, including the use of Microsoft Office, statistical software, SAP, and Web applications.

 
 
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.