Procurement Specialist

Position Overview

The Chief Procurement Officer for Illinois Public Institutions of Higher Education (CPO-HE) is actively seeking a meticulous, detailed-oriented, and organized problem-solver to assist with procurement and administrative activities and functions of diverse subject matters, including ad-hoc and on-going matters with varying degrees of responsibility.

The CPO-HE ensures that procurements under its jurisdiction are fair, transparent, accountable and in the best interest of the State. The CPO-HE is under the umbrella of the Executive Ethics Commission (EEC), a nine-member commission that promotes transparency, fairness, and integrity by facilitating compliance and enforcement of the State Officials and Employee Ethics Act. The EEC appoints the Chief Procurement Officer (CPO), subject to Senate confirmation, and provides staff and other support in furtherance of the independent procurement role of the CPO. The staff members of the CPO-HE are dedicated public servants focused on providing exceptional service and valuable results to the Illinois public institutions of higher education and people we serve. The CPO-HE works with the universities and Illinois Mathematics Academy to meet their procurement needs free of undue influence through independent authority, oversight and approval.

The Procurement Specialist supports the Chief Procurement Officer, Deputy Chief Procurement Officer, Procurement Services Administrator, and State Purchasing Officers (SPOs) with a variety of procurement and administrative tasks. The role works closely with procurement staff, state agencies, and vendors to address inquiries, resolve issues, and provide guidance on the Illinois Procurement Gateway and other CPO‑Higher Education systems, including websites and social media. 

Responsibilities

• Confers with vendors, procurement staff, agency representatives, and other users (collectively "customers") by phone, email, or in person to provide information about services, policies, and procedures for registration and use of the Illinois Procurement Gateway, the Illinois Procurement Bulletin/Public Institutions of Higher Education, and other procurement systems used by the CPO for Higher Education.
• Prepare or assist in preparation of reports, charts, forms, and studies.
• Study, recommend and assist with efficient procedures, methods and systems for more effective control, operation and management of procurement functions.
• Assists in the development of training materials and outreach events.
• Assists in the implementation of auxiliary programs and assists with administration of those programs alone or in conjunction with others.
• Prepares analyses of market trends and conditions and possible impact on the procurement program; applies comprehensive knowledge of procurement patterns and commodity characteristics to perform job duties.
• Utilizes electronic systems to provide reports on various aspects of the procurement process, including categories of actions and issues, processing times, values of contract actions, quarterly reports, etc.

Responsibilities Continued

• Assists with planning, coordinating, and executing various off-site meetings and events.
• Prepares reports necessary for the management and understanding of university procurement activities.  Ensures procurement activities are properly documented to meet legal and other requirements.
• Assists with administrative functions.
• Analyzes operations and makes recommendations to improve service and increase efficiency. Researches and organizes background materials necessary in responding to management inquiries.
• Assists the CPO and staff in developing and maintaining the CPO's SharePoint site and designing and maintaining the CPO's website.
• Assists in answering the phone and provides front-line support and a professional presence for visitors.
• Assists with records retention.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Required Education, Experience, and Skills

• Bachelor level degree from accredited college or university, preferably with courses in procurement, public administration, political science, pre-law, communications, or other disciplines related to the work of the Chief Procurement Office. Equivalent degree or non- degree education, or education plus relevant professional experience may be considered
• Ability to plan effective procedures, methods and operations required for effective business operations
• Ability to establish and maintain satisfactory working relationships with state employees and the general public
• Ability to perform data analysis to interpret information and provide insight.
• Ability to effectively communicate information and ideas verbally and in writing so others will understand
• Proficient in Adobe LiveCycle Designer
• Proficient with SharePoint, database, spreadsheet, word processing, presentation, and email software, preferably Microsoft Office Suite
• Requires knowledge of database design and management
• Ability to work in a team environment as well as independently

Preferred Education, Experience, and Skills

• Prefer one year of experience in public procurement and public administration, preferably with State government in general
• Prefer working knowledge of the Illinois Procurement Code, related administrative rules, related Illinois statutes, and the fundamental principles of public procurement practices
• Prefer working knowledge of the functions of state government
• Prefer knowledge of Web Content Accessibility Guidelines

Benefits

This position is eligible to be a member of the State of Illinois Group Insurance program which includes health, dental, vision, and life insurance coverage options. Additionally, this position will annually accrue the following paid benefit leave, prorated based on state date: 12 paid sick days, a minimum of 10 paid vacation days, 6 paid personal days, and be afforded 13 paid state holidays.

NOTE: This is a non-code position. This position is not subject to collective bargaining and does not require a current grade from Central Management Services.