SENIOR PUBLIC SERVICE ADMIN, Opt 1 (Agency Purchasing Officer) - 4007001

Position Overview

The Illinois Environmental Protection Agency (IEPA) is seeking a highly qualified individual with a strong background in Procurement to serve as a Senior Public Services Administrator, Option 1 Agency Purchasing Officer under the direction of the Chief Financial Officer (CFO).  The successful candidate will plan, direct, implement, and administer all procurements for operational needs including both goods and services for the Agency.  This individual will manage and support the Agency in planning, directing and coordinating a variety of procurement activities, including contract monitoring procedures and evaluating proposals and negotiating with vendors.  The successful candidate will represent the Agency to all internal and external entities, including the legislature, vendors, contractors, and public/private officials.

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). We invite all qualified candidates to apply.

Job Responsibilities

20%1. Serves as the Illinois Environmental Protection Agency (IEPA) Purchasing Officer (APO):

• Implements and administers all agency-specific procurement functions (agency-specific is herein defined as procurement's, by and through, the Procurement Code for an agency which are exclusive to that agency's operational needs, including both goods and services, such as scientific equipment, statistical services, and air and water monitoring equipment), which consist of an annual procurable spend portfolio of approximately $85 million
• Serves as an expert authority in collaboration with the Chief Financial Officer (CFO) of Illinois Environmental Protection Agency (IEPA), implementing strategic planning and evaluation efforts for the Agency's overall Procurement functions
• Responsible for implementing policies, procedures, and guidelines for the Agency to continually improve the productivity of Agency spend categories with an emphasis on demand management and streamlined procurement processes
• Advises the CFO of all Agency-specific procurements.

15% 2. Represents the Agency:

• Serves as official Agency spokesperson on behalf of the Director and the Agency to all internal and external entities, including the Governor's Office, the legislature, the Office of Management and Budget, vendors, contractors, and public, private, and Federal officials on Agency-specific procurement issues
• Advises the CFO on negotiating and entering into contractual agreements, and operational agreements for Agency-specific contractual procurements

(Job Responsibilities continued)

• Serves as spokesperson before the legislative committees, and other interest groups to promote understanding and to interpret the position of the Agency regarding legislative and operational proposals affecting the procurement of all Agency-specific contracts
• Supports Central Management Services (CMS) Bureau of Strategic Sourcing and Procurement staff in negotiations of CMS-led contractual procurements on behalf of IEPA.
• Travels in performance of duties
• Implements strategic planning and evaluation efforts for the IEPA procurement function for goals and objectives
• Establishes empirical outcome measures for all goals and objectives, establishes key performance measures for each category, and tracks forecast versus actual performance

15% 3. Develops regular reports on Agency-specific spend status and projections:

• Implements contract monitoring procedures to determine contractor compliance with requirements
• Develops ongoing reports of performance versus savings targets for each spend category

(Job Responsibilities continued)

• Develops ongoing reports of performance versus Agency-specific procurements
• Monitors and reports on the quality and frequency of IEPA-identified best business practices and insights
• Reports on progress and attendance on required procurement training sessions for all IEPA procurement staff.
• Provide ongoing monitoring of all measures and indicators, and forwards resultant reports to the CFO.

10% 4. Oversees evaluating proposals received from vendors and negotiating with vendors, independently and through subordinate staff:

• Ensures strict compliance with the Procurement Code, the Standard Procurement Rules, all relevant Federal, State, and local procurement laws and regulations and all industry standards and indices
• Clarifies logistics of contracts with vendors to most efficiently and effectively meet the user Agency's requirements

(Job Responsibilities continued)

• Oversees periodic supplier reviews, and monitors progress and quality of services, and products provided
• Submits routine reports on progress of contract procurements to the CFO
• Serves as the primary Agency resource in the handling and resolution of vendor protests on Agency-specific contracts resulting in formal bids. 
• Serves as a point of contact for all problem resolution issues from vendors, including taking corrective action when substantiated, and seeking appropriate legal counsel when necessitated.

10% 5. Advises the CFO in negotiating substantial and/or logistically complex contractual procurements:

• Oversees procurements of a smaller scale, both with guidance and consultation with appropriate CMS Bureau Strategic Sourcing and Procurement staff providing guidance based on strategic sourcing strategies developed therein
• Develops compliance measures, and monitors Agency's compliance based on these measures

(Job Responsibilities continued)

• Implements and adheres to the best practices for procurement processes instituted by CMS for all State agencies including:
• identifying needs and developing specifications
• developing sourcing strategies
• soliciting bids and selecting vendors
• administering contracts
• requisitioning goods and services
• Monitors and measures vendor performance.
• Develops and controls all office budgetary priorities, and independently reallocates resources to maintain optimal Agency procurement operational efficiency

(Job Responsibilities continued)

10% 6. As Section Manager, administers activities of IEPA Procurement and Contract Monitoring staff, both independently and through subordinate purchasing personnel:

• Assigns and reviews work
• Provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Reassigns staff to meet day-to-day operating needs
• Establishes annual goals and objectives
• Approves time off
• Adjusts first level grievances
• Effectively recommends and imposes discipline up to and including discharge
• Prepares and signs performance evaluations
• Determines and recommends staffing needs

(Job Responsibilities continued)

10% 7. Conducts ongoing analyses and research of programmatically-specific methods of securing cost effective, Agency-specific contractual procurement arrangements to support the Agency with quality services and products delivered in a timely manner which meet end-user requirements:

• Based upon findings, makes recommendations to the CFO for control, and increased cost savings enhancement leading to greater effectiveness and economy for the Agency procurement function
• Establishes pilot programs to determine effectiveness of new/revised policies and best business practices.

05% 8. Recommends annual total cost reduction targets for the portfolio of Agency-specific procurements, in consultation with the CFO, and based upon user input:

• Maintains ongoing records of cost reduction targets for progress toward goals and submits to the Director.

05% 9. Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to (4) four years of college

2.  Requires prior experience equivalent to (4) years of progressively responsible administrative experience in a pubic or business organization.

Preferred Qualification (In Order of Significance)

1.  Prefers at least four (4) years of experience developing sourcing strategies, identifying needs, developing  specifications, soliciting bids, selecting vendors, administering, or requisitioning goods and services.

2.  Prefers at least four (4) years of experience working in the procurement field in a public or private organization.

3.  Prefers at least four (4) years of experience utilizing procurement systems such as BidBuy, SAP, ERP, and a procurement Gateway, etc. in a public or private organization.

4.  Prefers at least four (4) years of experience working with a Business Enterprise Program (BEP).

5.  Prefers at least four (4) years of experience in negotiating contracts with vendors in a public or private organization.

6.  Prefers at least four (4) years of experience working with the Illinois Procurement Code and administrative rules.

7.  Prefers at least four (4) years of experience supervising staff in an office setting.

8. Prefers possession of a Certified Professional Public Buyer (CPPB) certification or Certified Public Procurement  Officer (CPPO) certification.

Conditions of Employment

1. Requires the ability to work at various times outside of normal office hours to meet deadlines

2.  Requires ability to pass a name background check

3.  Requires use of an agency-supplied mobile phone

4.  Per Executive Order 2018-07, 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 when applicable.

5.  Requires the ability to travel

6.  Requires a valid and current driver’s license