Project Specialist II - Law Administration Support

SALARY

$76,442.66

POSITION SUMMARY

Under general supervision, performs various support functions for communications systems maintenance in the Law department including office and resource support, work orders, asset management, inventory and records control, payroll back-up, data analysis, and special projects.

PRIMARY RESPONSIBILITIES

• Processes all check requests for the law department.

o Responsible for tracking all stale dated payments, following up with payments not issued with the legal team.

o Maintains the excel files of all depositions, subpoenas, and other various non-law vendors.

o Communicates with Accounts Payable department weekly regarding the status of check payments, voids, or reissuance.

• Coordinates and maintains inventory of department equipment.

o Coordinates and executes on/off boarding personnel throughout the department.

o Organizes, controls, and tracks the annual physical inventory.

o Prepares reports and reconciliations of inventory discrepancies.

• Processes incoming and outgoing mail for the department. Receives all messenger deliveries, reviews all accounting invoices related to postal & delivery services.

• Plans and coordinates all incoming and departing staff, interns, and temporary contractors workspaces, technology set-up, and online subscriptions. Provides training and troubleshooting for desktop, laptop, VPN, software, iManage, and Avaya telecom systems.

• Assists with special projects and assignments assigned including under monies contracts.

• Performs back-up functions for reception & FOIA (Freedom of Information Act) mail and data entry

• Serves as a back-up for review and submission of department payroll, including interns and contractors.

• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

• None

CHALLENGES

• Organizing and analyzing data from numerous and diverse sources.

• Managing department inventory

• Addressing defective equipment

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor’s degree in Business Management, Accounting, Finance, Technology or a related field, plus two (2) years of experience of relevant experience, or a combination of education and experience relating to this position.

• Experience with various asset management systems preferred.

PHYSICAL REQUIREMENTS

• Must be able to move equipment, weighing approximately 10 lbs.

• Requires remaining in a stationary position extended periods of time and constantly operating a computer and other office productivity machinery.

• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong computer skills, including Excel, Word and Access.

• Good verbal and written communicate skills.

• Good project management skills.

• Strong critical thinking skills.

• Ability to take large amounts of raw data and synthesize in meaningful reports.

WORKING CONDITIONS

• General office environment.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Personal computer and related software (Microsoft Word, Power Point, Excel, etc.).

• ERP Oracle

• Asset management and work order systems