Small Purchase Administrator

Agency : Department of Central Management Services

Position: Public Service Administrator, Opt. 1

Closing Date/Time: 07/10/2024

Salary: Anticipated Starting Salary (Effective 7/1/24) $7,966 monthly; Full Range $7.966- $11,759monthly.

Job Type: Salaried

County: Sangamon

Number of Vacancies: 1

Plan/BU: RC063

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.

A RESUME IS RECCOMENDED FOR THIS JOB POSTING

Posting Identification Number 38871

POSITION SUMMARY

The Department of Central Management Services' Bureau of Strategic Sourcing (BOSS) is seeking to hire a Small Purchase Administrator, assisting each portfolio within the Bureau under the direction of the Assistant Deputy Director. This professional level position has the ability to positively affect the daily work conducted by numerous State employees around the State of Illinois by ensuring that necessary contracts that meet the needs of agencies and units of local government are available. The ideal candidate will be detail oriented, a dynamic leader who will help expand the Bureau's contract catalog, mostly in the Facilities Portfolio. We invite all qualified candidates to apply!

POSITION ESSENTIAL FUNCTIONS

• Under administrative direction of Bureau of Strategic Sourcing (BoSS) Senior staff, plans, executes, controls, and evaluates all aspects of the Small Purchase bid specification development and solicitation process for purchases within a variety of Central Management Services (CMS) sourcing portfolios, but largely within the Facilities Sourcing Portfolio.

• In coordination with the BoSS Chief Knowledge Officer (CKO), serves as an expert authority providing guidance and training to agency staff related to current small purchase and release off master processes.

• Subject to BoSS Senior staff approval, organizes, plans, and executes the development of specification and evaluation criteria for additional procurement methods, leading supplies, and services contract negotiations with vendors and assists BoSS staff in the negotiation of contracts.

• Conducts ongoing analysis and research of programmatically specific methods of securing cost-effective supplies and services via available procurement methods to support the agency with quality supplies and services.

• 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.

• Requires prior experience equivalent to three (3) years of progressively responsible administrative experience in a public or business organization.

SPECIALIZED SKILLS

• Requires three (3) years of professional experience working with procurement systems including, but not limited to BidBuy, Systems Applications and Products (SAP) Supplier Relationship management (SRM), Ariba, Jaegger, Illinois Procurement Gateway, etc.

• Requires three (3) years of professional experience in centralized procurement where the acquisition of goods or services is the primary responsibility in accordance with established procurement policies and procedures for a public or business organization.

PREFERRED QUALIFICATIONS

• Prefers three (3) years of professional experience working with procurement systems including, but not limited to BidBuy, Systems Applications and Products (SAP) Supplier Relationship Management (SRM), Ariba, Jaegger, Illinois Procurement Gateway, or comparable.

• Prefers three (3) years of professional experience in centralized procurement where the acquisition of goods or services is the primary responsibility in accordance with established procurement policies and procedures for a public or business organization.

• Prefers a Certified Professional Procurement Buyer (CPPB), Certified Public Procurement Officer (CPPO), or Certified Procurement Professional (CPP) Certification.

• Prefers three (3) years of professional experience creating, managing, negotiating, and executing Small Purchases.

• Prefers three (3) years of professional experience facilitating a training program.

• Prefers a bachelor's degree or higher with coursework in procurement, business administration, or a related field.

CONDITIONS OF EMPLOYMENT

• Requires the completion of a background check and self-disclosure of criminal history.

• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.

• Requires ability to travel in performance of duties, with overnight stays as appropriate.

• This position requires the ability to use agency supplied material/equipment (i.e., mobile phone, laptop, etc.).

• 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.

• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.

• Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employees 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.

• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with the Executive Ethics Commission. (See Executive Order 15-09) Fines and Penalties apply to untimely filings

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

Central Management Services (CMS) is the operational engine working behind the scenes to enable the State's more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable services to all Illinois citizens. The Agency's mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves. Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle fleet oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination.

CMS values employees with different backgrounds, life experiences, and talents. CMS offers a robust benefit package including:

• Monday-Friday work schedule.

• Flexible work schedules in several program areas (flexible time, hybrid scheduling).

• Health, life, vision, and dental insurance.

• 12 Weeks Paid maternity/paternity leave.

• Pension Plan.

• Deferred Compensation, and other pre-tax benefit programs.

• Employees earn (12) paid sick days annually; paid vacation days (10-25 days based on years of service annually; paid personal days (3 days annually).

• Paid State holidays 13-14 days annually.

If this opportunity appeals to you, please apply today!

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

Work Location: 300 W Jefferson St Springfield, IL 62702-5041

Agency Contact: Cara Reiser

Email: cara.l.reiser@illinois.gov

Phone #:217-836-2269

Posting Group: Leadership & Management

This position DOES contain "Specialized Skills" (as that term is used in CBAs).

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.

Revolving Door:

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 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