Procurement Systems Specialist

  • Executive Ethics Commission
  • Springfield, IL, USA
  • Jul 13, 2018
Full time Information Technology Other Purchasing-Procurement Strategy-Planning Training

Job Description

he Executive Ethics Commission (EEC) of the State of Illinois seeks applicants for the position of Procurement Systems Specialist with the Chief Procurement Office (CPO) for General Services.

The EEC is a nine-member commission. Five commissioners are appointed by the Governor, and one commissioner each is appointed from the Attorney General, Secretary of State, Comptroller, and Treasurer.  The Commission promotes ethics in public service and ensures that the State's business is conducted with efficiency, transparency, fairness, and integrity by facilitating compliance, implementation, and enforcement of the State Officials and Employees Ethics Act. The Commission is also responsible for appointing the Chief Procurement Officers (CPO). The talented and dedicated staff of the Chief Procurement Office for General Services ensures that the more than $7 billion in procurements under its jurisdiction are fair, transparent, accountable, and in the best interest of the State.

 

The Procurement Systems Specialist reports to the Procurement Systems Manager and works with the BidBuy team, the Illinois Procurement Gateway (IPG) system owners, Joint Purchasing Program managers, and Small Business Set Aside Program managers. This role is responsible for performance and oversight of activities relating to procurement systems and programs. The Procurement Systems Specialist works with Chief Procurement Office staff, representatives from other State agencies, and other government entities to plan for and carry out necessary changes to the procurement systems. The position collaborates with systems owners and program managers to ensure system and program websites are up to date, systems interface changes operate correctly, and procurement system news and training information is current and accurately maintained.

Responsibilities of the Procurement Systems Specialist include:

  • Works with BidBuy team, Illinois Procurement Gateway (IPG) system owners, Joint Purchasing Program managers, and Small Business Set Aside Program managers on the management, design, development, and maintenance of plans for and implementation of systems enhancements.
  • Collaborates with Chief Procurement Office staff, procurement systems owners, and procurement program managers to identify appropriate modifications or expansions of procurement systems to improve work flow or meet new objectives.
  • Utilizes system tools to create reports and databases to provide data for reporting requirements and for use in metrics analysis by Chief Procurement Offices, BidBuy team, IPG system owners, Joint Purchasing Program managers, and Small Business Set Aside Program managers.
  • Assists Procurement Systems Manager with communication of system and program information by updating and maintaining content posted on BidBuy, IPG, or other procurement system websites.
  • Works with procurement systems owners and program managers in collecting, analyzing, interpreting, and managing data as needed to fulfill routine and/or specific internal and external reporting requests and requirements. Works collaboratively with other units to identify relevant data and compile that data into functional formats that can be used for analysis and for informed decision making.
  • Coordinates with BidBuy team and IPG system owners to coordinate the dissemination of systems and program information. Uses multimedia and internet technology to write, design, and edit web page content, and to advise those involved in producing content.
  • Coordinates development and implementation of procedures for maintenance of training manuals and other procurement documents with BidBuy team and Procurement Systems Manager. This includes establishing long range and interim goals and objectives and an action plan for version control of procurement documents.
  • Assists government agencies and local government units with registration and use of procurement systems including BidBuy and IPG. Investigates, resolves, and/or escalates problems to appropriate manager as needed.
  • Works with User Support Specialists to provide support to vendors and employees regarding registration for and use of procurement systems including BidBuy and IPG.

Minimum Requirements:

To become a part of this energetic and exceptional organization the Procurement Systems Specialist must possess the following qualifications and skills:

 

Essential

  • Requires a bachelor level degree from an accredited college or university, preferably with courses in public administration, business administration, communications, management, management information systems, operations management, procurement, or other disciplines related to responsibilities of the procurement systems specialist. Equivalent degree or non-degree education, or education plus relevant professional experience may be considered.
  • Requires working knowledge of the use of computer and desktop software, including Microsoft Windows and Microsoft Office Suite.
  • Requires knowledge of computer software, and familiarity with databases and website functionality.
  • Requires ability to establish and maintain satisfactory working relationships.
  • Must be able to exercise initiative and resourcefulness in meeting objectives.
  • Requires excellent organizational and project management skills.
  • Requires ability to multitask to meet objectives of several projects with concurrent timelines and due dates.
  • Requires ability to exercise judgment and discretion in developing, implementing and interpreting policies and procedures.
  • Must be able to identify complex problems and review related information to develop and evaluate options and implement solutions.
  • Must possess clear verbal and written communication skills to present ideas that are easy to understand.
  • Skilled at providing knowledgeable and effective customer service.

Preferences

  • A working knowledge of the functions of state government and of the character of relationships between the executive branch with the other branches, and between the executive branch, legislature, and other state entities.
  • Knowledge of the State of Illinois Procurement Code and familiarity with State of Illinois procurement processes.
  • Prior experience establishing and analyzing metrics for system and business process improvements relative to the goals of the system.

Office Information The Procurement Systems Specialist works in a collaborative environment. Successful members of this team are adaptable, detail-oriented, energetic, and enjoy working in an ever-changing environment. This position will interact with the public via email, telephone, and in person. The work location is an office setting, requiring business casual or business dress attire.   

Address:  401 South Spring Street, William Stratton Building,

Springfield, Illinois 62706

Work hours: This is a full-time position with a work week consisting of 37 ½ hours per week during normal business hours.

 

Benefits: This position is eligible to be a member of the State of Illinois Group Insurance program with health, dental, vision, and life insurance coverage options.  Additionally, this position will earn 12 paid sick days per calendar year, a minimum of 10 paid vacation days per calendar year, 3 paid personal days per calendar year, and 12 paid state holidays per calendar year, prorated based on start date.

 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. NOTE: Salary amounts shown are only to be used as a guide; actual salary will be determined at the time of hire.

Agency Contact: Executive Ethics Commission Human Resources Office 401 South Spring Street, William Stratton Building, Room 515 Springfield, Illinois 62706

How to Apply Applicants should send the following to the address above by 4:30pm on Friday July 27, 2018:

  • A cover letter identifying the title of the position for which you are applying, explaining how your training, experience, and/or coursework qualify you for this position, and identifying how you learned of this position, and
  • A detailed resume.

Applicants may also submit required information via email to Rebecca.Shuster@illinois.gov. The Executive Ethics Commission is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.   In compliance with the Americans with Disabilities Act and the Illinois Human Rights Act, State agencies must ensure that the employment process is accessible to persons with disabilities. Specifically, these laws require that the State provide reasonable accommodations upon request by individuals participating in all steps of the employment process. Please contact the Human Resources Office with requests for reasonable accommodations.   The Equal Employment Opportunity / American with Disabilities Act Officer is responsible for ensuring compliance with these laws. Any issues or concerns should be addressed to the EEO/ADA Officer at 401 S. Spring St, Room 515, Springfield, Illinois, 62706, or by calling (217) 558-1393.

Occupations

Administrative Support, Systems Analysis - IT, Network and Server Administration, General-Other: Administrative-Clerical

Salary

3958.00-5000.00 Monthly