Illinois Department of Transportation, Ann L. Schneider, Secretary
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Patrick J. Quinn, Governor
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DIVISION OF AERONAUTICS

Bureau of Administrative Services

The Bureau of Administrative Services plans, directs, coordinates, implements and monitors departmental administrative and management policies and programs for the division’s airport construction contract administration program, operating budget, safety and claims activities, business services and management information systems. The bureau also administers personnel services for the division. The bureau has five sections: Business Services, Airport Contracts, Information Systems, Financial Services, and Personnel Services.
  • The Business Services Section administers the division's business services activities. Some of the duties of the section include:

    • Ensuring compliance with the Illinois Procurement Code through leases and contractual services contracts and evaluating and processing all internal requests for special supplies and equipment.
    • Administering the division’s employee safety program.
    • Coordinating the preparation and monitoring of the bureau’s budget to ensure cost-effective operations.
    • Ensuring the proper maintenance and security of the division's facilities and managing the division’s motor pool.
    • Oversight on the annual physical inventory; manages the division’s records management to ensure proper archiving, storage, and disposal of records.
    • Administering the office telecommunications system.
    • Planning, programming, and supervising the division’s Capital Improvement Program.

  • The Airport Contract Section administers all phases of airport contracts for the State Airport Development Program. Some of the duties of this section include:

    • Establishing and administering adequate project funds to ensure timely payments and reimbursements to project participants.
    • Ensuring timely and efficient coordination of airport letting and contract documentation with the Engineering Bureau's Design Section
    • Maintaining project control and fiscal records to provide accurate and detailed financial information for all phases of airport improvement projects.
    • Ensuring that all project participants have received full payment and that project agencies have participated proportionally in a project, as specified in the project documentation.
    • Ensuring that all applicable federal and state laws governing public funds are complied with by contractors.

  • The Information Systems (IS) Section plans, directs, and coordinates the division’s data processing activities, including systems analysis, programming, hardware/software operations, and planning & implementing data processing expansions. Some of the duties of the section include:

    • Ensuring the development and implementation of an effective division EDP application work plan.
    • Evaluating, designing, and developing cost-effective computerized systems and programs to meet division requirements.
    • Analyzing future division hardware and software needs and adequately budget for their procurement.
    • Ensuring that the proper ongoing hardware and software maintenance is accomplished on all systems.
    • Ensuring effective continuous backup and security for division data files and systems to protect their integrity.
    • Developing, coordinating and training all users of data processing systems in the division to increase their productivity.

  • The Financial Services Section helps prepare the annual operating budget and staffing proposals for the Division. The section also monitors expenditures of the division's operating funds and allotments and studies, recommends cost reduction and cost control measures, pays all invoices and administers the division payrolls. Some of the other duties of the section include:

    • Collecting air transportation accounts receivables and pilot and aircraft registration fees.
    • Providing guidelines on financial, procurement, and contractual accounting procedures and reviewing and approving account procedures for capital programs.
    • Ensuring the accurate and timely processing of accounts payable and account receivable invoices.
    • Monitoring the spending of division operating funds and payment of these expenditures to ensure compliance with applicable state laws, departmental policies, procedures and guidelines.

  • The Personnel Services Section manages and administers personnel services and programs of the division. Some of the duties of the section include:

    • Advising management about personnel issues.
    • Administering employee hiring, salary administration, payrolls, recruitment, EEO/AA, labor relations, contract administration, employee development, personnel records, benefit management, worker’s compensation, employee relations, position descriptions, organizational restructuring, and manpower planning.
    • Counsels employees about their rights, privileges, and benefits.
    • Interpreting and administering the personnel rules, regulations, policies, labor agreements, and pay plans to resolve employee problems.
    • Assuring the division complies with all labor contracts.
    • Coordinating training and educational programs, such as the Drug & Alcohol Program and Blood Born Pathogens Program that helps employees manage stress.
    • Maintaining contact with other personnel offices to share information about employee hiring needs

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