Description:
Job Responsibilities
25% Under direction, serves as an Infrastructure Procurement Specialist for the Department of Innovation & Technology (DoIT) Vendor Management Office (VMO):
- Assists with routine processing of purchases under the assigned portfolio.
- Receives and analyzes purchase requests.
- Confers with end users and agency staff to design procurement specifications.
- Provides technical assistance and guidance to management, end users, and supporting personnel in determining the technical specifications for the solicitation.
- Organizes, plans, executes and controls the methods and procedures needed for initiating and processing the procurements in the assigned portfolio.
- Selects the appropriate method of source selection under the Illinois Procurement Code, including the processing of small purchases, and releases off master contracts, or any procurement method as assigned based on operational needs.
- Assists with executing operating procedures for purchases under the assigned portfolio
- Analyzes and solicits vendor pool and reviews responses from vendors.
- Processes procurements through external and internal procurement requirements.
- Utilizes Microsoft Office Suite in performance of duties.
20% Processes procurements through the State of Illinois electronic procurement system including the preparation and processing of requisitions, bids, and purchase orders, pursuant to applicable statutory, regulatory, and policy requirements:
- Keeps abreast of new developments in State procurement processing.
- Uses other required systems for the processing of procurement activity.
- Engages with Business Enterprise Program (BEP) contractors and subcontractors and supports the goals of the BEP program and the Fair Contracting Task Force per Executive Order 2018-07.
20% Meets and confers with agency managers and end users in the administration of procurements for the assigned portfolio:
- Collaborates with end users and vendors to complete all necessary documentation for procurements.
- Evaluates, exercises judgment and discretion, and makes final selection of appropriate vendor using principles of government procurement code/rules and program awards
- Prepares contracts in coordination with DoIT Legal.
15% Monitors and tracks assigned transactions and reports to Infrastructure Portfolio Manager and other VMO and DoIT staff on assigned transactions and activities:
- Utilizes required systems for tracking of work in the assigned portfolio as assigned by the Infrastructure Portfolio Manager.
15% Assists other portfolio staff with research and document/record gathering tasks, at the direction of the Infrastructure Portfolio Manager including, but not limited to, annual reports, Freedom of Information Act (FOIA) requests, and audit requests:
- Assists other portfolio staff with research, drafting, document/record gathering tasks for processing procurements.
- Works outside of normal business hours to meet deadlines.
- Travels to attend meetings and/or training.
5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
- Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with coursework in business or public administration.
- Requires one (1) year of responsible administrative experience in a public or business organization, or completion of an agency approved professional management training program.