Executive I

Working Title : Procurement Coordinator

Agency : Abraham Lincoln Presidential Library and Museum

Position Title: Executive I

Closing Date/Time: 07/10/2024

Salary: $5,703-8,170.00/Monthly (Anticipated Starting Salary for Non-State Applicants: $5,703.00)

Job Type: Salaried Full Time

County: Sangamon

Number of Vacancies: 1

Plan/BU: RC062

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 39244

Join a World Class Institution

The Abraham Lincoln Presidential Library and Museum (ALPLM) is hiring an Executive 1 Procurement Coordinator. This position is responsible for facilitating the purchase of all items needed by the ALPLM to carry out its mission. The ideal candidate is highly organized and experienced in managing business processes and all procurement activities. The Abraham Lincoln Presidential Library and Museum is a world class institution that welcomes more than 250,000 visitors every year and that houses one of the world's best collections of Lincoln-related documents, artifacts, and audiovisual materials. We invite qualified applicants to apply for the position of Procurement Lead and help ALPLM continue to chronicle the life of one our nation's greatest Presidents.

Job Responsibilities

1.Organizes, plans, executes, manages, coordinates, and oversees agency-wide procurement processes for acquisition of goods and services and related contract administration functions.

• Organizes procurements in a manner that ensures the goals of all agency divisions are met while giving due consideration to budgetary and personnel constraints.

• Plans for the effective and timely execution of agency-wide procurements.

• Executes all steps of each procurement in consultation with the Chief Financial Officer and agency subject-matter experts.

• Manages all aspects of procurements including organizing files, gathering information from agency staff, inputting information into the electronic procurement system, answering questions from the Chief Procurement Office, and resolving issues with vendors.

• Coordinates with fiscal staff and senior management to achieve budgetary objectives relative to procurements and contracts.

2.Develops and implements procurement-related policies and procedures in consultation with agency management.

• Implements internal procurement policies for all agency staff.

• Provides guidance and assistance to end users to ensure compliance with applicable policies and procedures.

• Produces and distributes training and related materials to end users as needed.

Job Responsibilities (Continued)

3.Tracks all procurement activities and completes all applicable procurement and contract reports and reconciliations.

• Monitors expiration dates of recurring contracts as well as funding deadlines and initiates procurement activities to ensure deadlines are met.

• Provides regular reports to management on completed, pending, and upcoming procurements.

• Provides or completes reports of requested or required information to applicable parties, including but not limited to the Chief Procurement Office, Department of Central Management Services, Auditor General, Procurement Policy Board, etc.

• Completes monthly reconciliations of procurement-related contract and financial data between BidBuy, the IL ACTS system (SAP/Enterprise Resource Planning system), and the Comptroller's Statewide Accounting Management System (SAMS).

4.Conducts in-depth research and analysis of procurement-based support material for special assignments.

• Seeks appropriate opportunities for strategic sourcing.

• Conducts lease vs. buy and repair vs. replace cost analysis.

• Analyzes contract and procurement related data for projections and trends.

• Assists in budgetary analysis and preparation.

5.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 years of college, preferably with course work in business or public administration.

• Requires one year of responsible administrative experience in a public or business organization OR completion of an agency approved professional management training program.

Preferred Qualifications

• Prefers experience working with State of Illinois procurement rules, procedures, and electronic system, or substantially similar bureaucratic and complex systems.

• Prefers the ability to process and track a large number of procurements.

• Prefers the ability to analyze administrative problems and adopt an effective course of action.

• Prefers knowledge of creating and executing contract documents.

• Prefers thorough knowledge of procurement operations, processes, and procedures.

• Prefers ability to work with both end users and vendors in determining agency needs and procuring the appropriate products to meet those needs.

• Prefers ability to exercise judgment and discretion in developing, implementing, and interpreting policies and procedures.

Conditions of Employment

• Requires ability to pass a background check.

• Requires ability to work at various times outside of normal office hours as needed.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About Our Agency

The ALPLM is passionate in our mission to inspire civic engagement through the diverse lens of Illinois history and sharing with the world the life and legacy of Abraham Lincoln. As caretakers of a one-of-a-kind collection of artifacts, we consider our work to learn, teach and share history a great honor. The people of the ALPLM strive to employ innovate approaches to create a positive impact for the future, as it can be inspired by the past. As preservationists of Illinois' diverse history, we strive to build, maintain, and make accessible a growing record of history for today's inquisitive explorers as well as those who shall, in the future, rely on our efforts. Our learning-centered agency insists on the values of honesty and integrity, intentional leadership, equitable collaboration and transparent accountability. The ALPLM boasts pristine facilities, a creative environment, and a professional staff with a variety of backgrounds and talents.

As a State of Illinois employee, you will receive a robust benefits package that includes the following:

• A Pension Program

• Competitive Group Insurance Benefits including Health, Life, Dental and Vision insurance

• 12 Paid Sick Days annually (Sick days carry over from year to year)

• 13 paid holidays annually

• 14 on even numbered years

• 12 weeks paid maternity / paternity leave

• Deferred Compensation Program

• A Supplemental retirement plan

• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP) Dependent Care Assistance Plan (DCAP) and more.

For more information about our benefits please follow this link https//www2.illinois.gov/coms/benefits/pages/default.aspx

Work Hours: Monday-Friday: 8:30am-5:00pm

Work Location: 112 N 6th St, Springfield, Illinois, 62701

Agency Contact:

Kathleen Love

Email:Kathleen.Love@illinois.gov

Phone #217-558-8974

Job Family: Fiscal, Finance & Procurement

APPLICATION INSTRUCTIONS

Use the "Apply" button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees - a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the "View Profile" link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com - click "Application Procedures" in the footer of every page of the website.

The main form of communication will be through email. Please check your "junk mail", "spam", or "other" folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com

Nearest Major Market: Springfield