Infrastructure Procurement Representative (PROCUREMENT REPRESENTATIVE)

Agency : Department of Innovation and Technology Posting Date: 11/21/2023 Closing Date: 12/06/2023 Salary: $3,610 to $4,918 per month Job Type: Salaried Full Time County: Sangamon Number of Vacancies: 1 Plan/BU: RC014 This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.
jobs2web.
com website.
State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 32777 Position Overview Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment.
This position serves as an Infrastructure Procurement Representative.
The person in this position will process transactions for the Department’s Vendor Management Office, which is responsible for the development and processing of all IT Infrastructure contracts.
The ideal candidate will be highly organized and enjoy working in a fast-paced and constantly changing environment.
Apply today to join the DoIT team! As a State of Illinois employee, you receive a comprehensive benefits package including: Competitive Group Insurance benefits including health, life, dental and vision plans Flexible work schedules (when available and dependent upon position) 10-25 days of paid vacation time annually (10 days for first year of state employment) 12 days of paid sick time annually which carryover year to year 3 paid personal business days per year 13-14 paid holidays per year dependent on election years 10 weeks of paid maternity/paternity leave Pension plan through the State Employees Retirement System Deferred Compensation Program – voluntary supplemental retirement plan Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP) Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility For more information regarding State of Illinois Benefits follow this link: https://www2.
illinois.
gov/cms/benefits/Pages/default.
aspx Job Responsibilities 30% Under general supervision, serves as an Infrastructure Procurement Representative for the Department of Innovation & Technology (DoIT) Vendor Management Office (VMO): Assists in assigning procurements to VMO Procurement Leads, following the appropriate category of purchase, and the procurement type.
Prepares the preparation of departmental requisitions and purchase orders for supplies and equipment in conformity with budgetary appropriations and the procurement regulations of the Department of Finance.
Gathers necessary data and prepares detailed specifications for obtaining department supplies and equipment.
Secures information as to the quality and kind of merchandise to be obtained.
Performs as a liaison between the VMO and agency staff to enable users to meet requests for goods and/or services under the procurement guidelines.
Utilizes Microsoft Office Suite in performance of duties.
25% Coordinates agency procurement activities with the purchasing facilities of the Department of Finance: Creates the procurement file in appropriate location, based on templates created by the agency.
Assists with agency-wide goods/services requests under the small dollar threshold to allow users to meet their needs/requests for goods/services ensuring rules and policies and regulations of the program are adhered to.
Assists with administrative review of all small dollar threshold responses to ensure the vendor includes all mandatory requirements as set for in the bid documents.
Confers with agency officials, representatives of the State Purchasing Agent and sales representatives on procurement problems.
Engages with Business Enterprise Program (BEP) contractors and subcontractors and supports the goals of the BEP program and the Fair Contracting Task Force.
25% Assists with processing Electronic Service Requests and Purchase Request forms for goods such as hardware/software and/or services: Acts as liaison between requestors and the VMO Staff.
Assists Technology Procurement staff in contract compliance files.
Assists with information gathering and reporting using the procurement software tools available including but not limited to BidBuy eProcurement system, ServiceNow and the Illinois Procurement Bulletin.
Approves claims for payment for goods and/or services obtained.
Creates requisitions in BidBuy, including all necessary documentation.
Maintains the maintenance of necessary purchasing records.
15% Conducts closeout audits of completed procurements as well as necessary follow-up with appropriate internal or external stakeholders: Composes correspondence relating to purchases, claims for payment or related matters to vendors or other departmental units.
Works outside of normal business hours to meet deadlines.
Travels to attend meetings held offsite 5% Performs all other duties as required or assigned that 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 high school, including or completion of commercial courses.
Requires three (3) years of experience in work relating to inventory and procurement of supplies and equipment.
Preferred Qualifications (In Order of Significance): Working knowledge of data/document repository systems and a demonstrated ability to navigate and extract pertinent information.
Working knowledge of Legal, Contract, Finance, or Procurement related documents and how to read and critically review them.
Working knowledge of document review and analysis to extract pertinent information to provide comprehensive summaries to staff.
Working knowledge of researching/sourcing reliable information from various sources, systems, and databases for efficient analysis, data extraction, and reporting to VMO staff to support decision making.
Working knowledge of using Microsoft Office Suite products for analysis, research, document gathering/creation, task organization, and scheduling.
Working knowledge of evaluating requests of goods and services, ensuring compliance with relevant rules and regulations.
Conditions of Employment NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.
Requires the ability to pass a position specific, agency required background check.
Requires the ability to travel.
Requires the ability to work outside of normal hours to meet deadlines.
Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
Requires the ability to attend seminars, conferences and training to remain current on methods, tools, ideologies or other industry related topics relevant to job duties.
Requires the ability to lift and carry objects weighing up to 20 pounds.
This is considered light work as defined by the U.
S.
Department of Labor (20 CFR 404.
1567(b)).
Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
Requires engagement with Business Enterprise Program (BEP) contractors and subcontractors and support for the goals of the BEP program and the Fair Contracting Task Force per Executive Order 2018-07 The conditions of employment listed are incorporated and/or related to any duties included in the position description.
Work Hours: 8:30am-5:00pm, M-F Work Location: 120 W Jefferson St Springfield, IL 62702-5170 Agency Contact: Andrew Surratt andrew.
r.
surratt@illinois.
gov Job Family: Fiscal, Finance & Procurement This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
Revolving Door: Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position.
As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.
The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services.
With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally.
DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion.
We welcome and value employees with different backgrounds, life experiences and talents.
It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement.
In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.
APPLICATION INSTRUCTIONS Use the “Apply” button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.
jobs2web.
com homepage in the blue ribbon.
Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.
jobs2web.
com homepage in the blue ribbon.
If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources: State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid Non-State employees: on Illinois.
jobs2web.
com – click “Application Procedures” in the footer of every page of the website.
The main form of communication will be through email.
Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s).
You may receive emails from the following addresses: donotreply@SIL-P1.
ns2cloud.
com systems@SIL-P1.
ns2cloud.
com