Procurement Specialist (Executive I)

Essential Functions

•    Under direction, serves as a Procurement Specialist for the Department of Innovation & Technology (DoIT) planning, executing, controlling, and evaluating the operation and processing of purchases under the assigned portfolio, including receiving and analyzing purchase requests.
•    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.
•    Meets and confers with agency managers and end users in the administration of procurements for the assigned portfolio, including collaborating with end users and vendors to complete all necessary documentation for procurements.
•    Monitors and tracks assigned transactions and reports to Infrastructure Portfolio Manager and other VMO and DoIT staff on assigned transactions and activities, including utilizing required systems for tracking of work in the assigned portfolio as assigned by the Infrastructure Portfolio Manager.
•    Assists other portfolio staff with research and 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.
•    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.

Specialized Skills

•    Requires one (1) year professional experience in administrative work involving fiscal, procurement, or contracting functions, including receiving and analyzing purchase requests, organizing and processing procurements, preparing requisitions or purchase orders, and supporting compliance with statutory, regulatory, or policy requirements.
•    Requires one (1) year of professional experience working in the application or administration of the Illinois Procurement Code, including selecting appropriate source selection, processing small purchases or releases off master contracts, and verifying procurements follow required procedures.
•    Requires one (1) year of professional experience using an electronic procurrent system, including preparing and processing requisitions, bids, and purchase orders, including tracking procurement activity and verifying accurate processing in alignment with applicable requirements.

Preferred Qualifications

•    One (1) year professional experience in administrative work involving fiscal, procurement, or contracting functions, including receiving and analyzing purchase requests, organizing and processing procurements, preparing requisitions or purchase orders, and supporting compliance with statutory, regulatory, or policy requirements.
•    One (1) year of professional experience working in the application or administration of the Illinois Procurement Code, or experience in a purchasing department in a private or other government setting, including selecting appropriate source selection, processing small purchases or releases off master contracts, and verifying procurements follow required procedures.
•    One (1) year of professional experience using an electronic procurrent system, including preparing and processing requisitions, bids, and purchase orders, including tracking procurement activity and verifying accurate processing in alignment with applicable requirements.
•    One (1) year of professional experience providing technical assistance to management, end users, or support staff in developing procurement specifications, including gathering requirements, advising on solicitation needs, and assisting in the design of technical or functional specifications.
•    One (1) year professional experience in IT-related procurement, including consulting with end-users to determine technical specifications, developing procurement documents for technology needs, analyzing vendor responses, and preparing contracts.
•    Extensive knowledge of state procurement methods and procedures, including understanding source selection processes, statutory and regulatory requirements, vendor engagement, Business Enterprise Program (BEP) considerations, audit and FOIA documentation practices, and current developments in state procurement operations or similar.
•    Ability to analyze complex administrative or procurement related challenges, identify root causes, and implement strategic result-driven solutions that enhance operational efficiency and organizational effectiveness.
•    Ability to develop and maintain cooperative working relationships with staff, managers, executives, and external stakeholders, fostering collaboration in resolving sensitive issues and supporting subordinate team members or project staff.
•    Demonstrated verbal and written communication skills to preset administrative/procurement information clearly and precisely to diverse stakeholders including executives, managers, staff, and external/internal auditors.
•    Demonstrated organizational and time management skills with the ability to manage multiple concurrent procurement or administrative projects, meet mandated deadlines, and prioritize urgent compliance or purchasing issues in a fast-paced environment.

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 verify identity.
•    Requires employment authorization to accept permanent full-time position with State of Illinois.
•    Requires the ability to pass a position specific, agency required background check and requires self-disclosure of criminal history.
•    Requires the ability to travel in performance of duties.
•    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 adherence to the revolving door restrictions outlined in 5 ILCS 430/5-45. Consequently, employees should be aware that in the event of receiving a non-State employment offer during state employment or within one year immediately following the termination of State employment, they are required to inform the Office of the Executive Inspector General for the Agencies (OEIG) of the Illinois Governor before accepting such non-State employment. Failure to notify the OEIG may result in the imposition of a fine.
•    Requires compliance with the provisions outlined in section 4A-101 of the Illinois Governmental Ethics Act, necessitating the occupant of this position to file of a Statement of Economic Interest. Pursuant to the Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.), specific state officials and employees are required to annually submit Statements of Economic Interest to the Office of the Secretary of State, which will be accessible to the public for examination and copying. Employees subject to this requirement must also file a Supplemental Statement of Economic Interest with the Executive Ethics Commission, as specified in Executive Order 15-09. Failure to submit these statements in a timely manner may result in fines and penalties.
•    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.