PROCUREMENT AND SUPPORT SPECIALIST

Job Summary

Under the supervision of the Purchasing Manager, the Procurement and Support Specialist assists with determining and administering agency policy and procurement functions, including travel policies and procedures. The Procurement and Support specialists also serves as a liaison between agency departments, the Purchasing Manager and the Procurement and Contract Committee.  This position collaborates closely with department personnel to ensure compliance with relevant rules and policies. Additionally, it supports the System’s procurement functions including drafting and reviewing Requests for Quotations and selecting of qualified bidders. The incumbent must stay up to date with TRS rules and policies, as well as relevant policies and regulations from external state agencies. They will serve as the System’s assistant travel coordinator, responsible for assisting in drafting updates, maintaining the TRS Travel Policy, and communicating any policy changes to TRS department travel coordinators.

Essential Functions

• Process purchasing functions, including reviewing requisitions, preparing and creating purchase orders, and resolving purchasing discrepancies. 
• Assist all TRS departments with coordinating, planning and completing all purchases. Initiate credit card usage when necessary. Support TRS procurement functions including research, preparation, and issuing Requests for Quotations, and selecting qualified bidders.
• Assist Purchasing Manager with preparing Contracts, Invitations to Bid and Requests for Proposals
• Compile and distribute Procurement and Contract Committee meeting packets. Record minutes during meetings. Serve as the primary backup to Purchasing Manager leading the Procurement and Contract Committee meetings. 
• Serve as the System’s assistant travel coordinator, including working with the Governor’s office of Management and Budget, updating the TRS Travel Policy, conducting annual Travel Coordinator training, responding to travel questions from employees, ensuring that proper internal forms are completed, reviewing and approving staff travel requests, and coordinating the travel-related duties with the Purchasing Manager. 
• Maintain knowledge of rules and policies affecting assigned areas, especially TRS policies and procedures as well as the rules and policies of the Illinois Office of the Comptroller and Governor’s Travel Control Board.
• Partner with the TRS Accounting department on vendor invoice discrepancies. 

Essential Functions Continued

• Provide administrative support to the Purchasing Manager
• Assist in analyzing and reporting expenditure utilization for minority, women, veteran and disabled-owned vendors. Assist in maintaining and updating the TRS Signatory Authorization Matrix. 
• Maintain good working relationships with staff and vendors. Provide information and documentation to internal and external auditors as required or requested. 
• Maintain records and prepare various reports relating to purchasing and travel. 
• Perform other duties as assigned. 

Knowledge, Skills and Abilities

• Attention to detail and accuracy
• Demonstrates strong analytical and problem-solving skills
• Demonstrates exceptional organizational and time management skills
• Demonstrates excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite)

Minimum Requirements

• An associate degree in accounting, finance, business administration or related field, preferably with courses in public or business administration; OR four (4) years of relevant experience in lieu of a degree. 
• Experience in procurement, finance or accounting in the public sector is preferred. 
• Experience using an Enterprise Resource Planning (ERP) or electronic procurement system is preferred.

Benefits

• State, health, dental, life, and vision insurance
• 12 vacation, 12 sick, and 3 personal time days of compensated time
• Teachers’ Retirement System Pension
• Deferred compensation plan