Procurement and Business Administration Specialist

Position Overview

The Illinois Department of Insurance is seeking to hire an Executive I to serve as Business Administration/Procurement Administrator the Procurement/Administration Section. The incumbent of this position develops, implements and evaluates policies and procedures for the statewide Procurement Compliance Program; plans, organizes and controls the agency’s statewide Business Enterprise Program and the Small Business Set-Aside Program; processes and monitors small procurement expenditures and inventory certification; maintains, examines and reconciles Department records and invoices and processes payments through Systems Applications and Products (SAP) and Supplier Relationship Management (SRM); processes all purchases for the Department through the Bidbuy system; interacts with CMS, vendors and Department employees to determine needs and ensure that all purchases meet with the proper approvals; receives, reviews and inputs all contracts into the Statewide Accounting Management System (SAMS); reviews and analyzes fund balances and obligated funds to determine fund availability; ensures that all actions comply with CMS and the Office of the Comptroller requirements; conducts special projects and studies; prepares various reports and provides input and technical assistance to superiors. We invite all qualified candidates to apply.

Essential Functions

• Serves as Procurement and Business Administration Specialist.
• Receives, reviews, and inputs all contracts into the Systems Applications and Products (SAP), and the Statewide Accounting Management System (SAMS).
• Processes all purchases for the Department through the Bidbuy system.
• Plans, organizes, and controls the agency’s statewide Business Enterprise Program and the Small Business Set-Aside Program.
• Maintains, examines, and reconciles records and invoices for Department commodities, information technology, equipment, and printing.
• Conducts special projects and studies.
• Attends and participates in various internal/external meetings with Department staff, other State agencies, etc., to explain and interpret programs and/or obtain information.
• 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, or completion of an agency approved professional management training program.

Specialized Skills

• Requires one (1) year of experience with Systems Applications and Products (SAP), the Statewide Accounting Management System (SAMS) and the Bidbuy system.

Preferred Qualifications

• Prefers at least one (1) year of experience with Systems Applications and Products (SAP).
• Prefers at least one (1) year of experience with the Statewide Accounting Management System (SAMS).
• Prefers at least one (1) year of experience with the Bidbuy system (e-Procurement System) or other procurement software.
• Prefers one (1) year of experience with developing small procurements, request for quotes (RFQ) and Basic Order agreements (BOA).
• Prefers one (1) year of experience with Small Business Set-Aside contractors.
• Prefers one (1) year of experience with working with the Illinois Procurement Code and State procurement rules and regulations.
• Prefers one (1) year of experience with working in the Illinois Procurement Gateway.
• Prefers one (1) year of experience working with the principles of governmental accounting, program budgeting, personnel, statistics, and procurement.
• Prefers one (1) year experience working with the functions of state government and of the character of relationships between the executive branch with the other branches, and between the State and higher and lower levels of government.
• Prefers ability to develop and maintain cooperative working relationships.

Employment Conditions

• Requires the ability to pass a background check.
• 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 conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Department of Insurance (DOI) regulates the insurance market in the State of Illinois including, but not limited to, licensing and educating insurance agents, investigating Workers Compensation fraud, and examining the operations and finances of insurance companies domiciled in the state. We are committed to protecting consumers and regulating the insurance industry with innovation and efficiency. DOI has approximately 220 employees who are split between our Chicago and Springfield offices.

State of Illinois employees enjoy a robust benefit package, including:
    • Health, Life, Vision, and Dental Insurance
    • 13 Paid Holidays annually, 14 on even numbered years
    • 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
    • 12 Paid Sick Days annually (sick days carry over from year to year)
    • 10 Weeks Paid Maternity/Paternity Leave
    • 3 Paid Personal Days annually
    • Pension Plan
    • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
    • Flexible work schedules may be available, dependent upon position
    • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
    
Visit https://www2.illinois.gov/cms/benefits/Pages/default.aspx for more information about our benefits.