CONTRACT & OBLIGATIONS MANAGER (PSA, Opt. 2)

POSITION SUMMARY

The Central Management Services Division of Vehicles is looking for a candidate who is highly motivated and professional to serve as the Contract and Obligation Manager responsible for the financial compliance with CMS Procurement policies, contractual compliance and correct accounting codes for goods and services for the Division. This position serves as a working supervisor and oversees the processing of the Division’s payables. We invite all qualified applicants interested in supporting the Division of Vehicles as we serve the State of Illinois to apply for the position of Public Service Administrator.

POSITION ESSENTIAL FUNCTIONS

• Under Administrative Direction of the Finance & Administration Manager, serves as the Contract & Obligations Manager for goods and services provided at various Division of Vehicles (DOV) sites.
• Manages and oversees day-to-day activities of the DOV Accounts Payable (AP) Section including processing vendor payments statewide.
• Provides support to the Finance & Administration Manager and Division Manager in the review and maintenance of long- and short-term budget plans for the Division.
• Serves as working supervisor.
• Executes monthly billing for goods/services of the Division.
• 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 years of college.
• Requires prior experience equivalent to three years of progressively responsible administrative experience in the fields of fiscal management, accounting, budgeting, internal auditing, insurance, and/or finance

SPECIALIZED SKILLS

• Requires extensive knowledge of procurement policies, contractual compliance, accounting codes, billing, invoice processing, and administrative expenditures to obligate and process contracts.
• Requires working knowledge of procurement rules related to coordinating, executing, and securing purchases of commodities and equipment.
• Requires two (2) years of professional experience utilizing the Supplier Relationship Management (SRM) module of Systems, Applications, and Products in Data Processing (SAP).
• Requires two (2) years of professional experience utilizing suspense files/accounts related to the State Accounting Management system.

PREFERRED QUALIFICATIONS

• Prefers extensive knowledge of procurement policies, contractual compliance, accounting codes, billing, invoice processing, and administrative expenditures to obligate and process contracts.
• Prefers working knowledge of procurement rules related to coordinating, executing, and securing purchases of commodities and equipment.
• Prefers two (2) years of professional experience utilizing the Supplier Relationship Management (SRM) module of Systems, Applications, and Products in Data Processing (SAP).
• Prefers two (2) years of professional experience utilizing suspense files/accounts related to the State Accounting Management system.
• Prefers one (1) year of professional experience utilizing a Fleet Management System and BidBuy software.
• Prefers at least one (1) year serving as a working supervisor, managing division schedules, and preparing performance evaluations.
• Prefers one (1) year of professional experience writing and/or maintaining archive policies and procedures for a large business organization.
• Prefers extensive knowledge of word processing, spreadsheet, and database applications such as Microsoft Word, Excel, and Access to develop complex reports, spreadsheets, and databases.

CONDITIONS OF EMPLOYMENT

• Requires completion of a background check and self-disclosure of criminal history.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
• Requires the ability to use agency technology/equipment (i.e., mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines.
•  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.
• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with the Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

ABOUT THE AGENCY

Central Management Services (CMS) is the operational engine working behind the scenes to enable the State's more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable services to all Illinois citizens.  The Agency's mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves.  Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle fleet oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination. 

STATE OF ILLINOIS BENEFITS

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.
• 12 weeks of paid parental 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.