Illinois Mathematics and Science Academy

  • Procurement Services Manager / Agency Procurement Officer

    Job Locations US-IL-Aurora
    Posted Date
    1 month ago(10/19/2018 11:07 AM)
    Category
    Accounting/Finance
  • Overview

    Under the direction of the Chief Procurement Officer, Higher Education and State Procurement Officer, responsible for overseeing IMSA’s procurement process and ensuring that the Academy conforms to the State’s procurement requirements. Includes providing professional support, advice and training to Academy staff for all types of procurement.  Performs highly responsible functions of a complex and technical nature requiring the frequent exercise of judgment and initiative to ensure that documents accurately reflect purchasing needs and purchases are made in accordance with the State of Illinois Statues and Rules. 

    Responsibilities

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

    • Liaison between Academy and State Procurement Officer and Chief Procurement Officer.
    • Provide professional support, advice and training to Academy staff for all types of procurement.
    • Remain current on administrative and legislative changes in the State’s procurement process, review impact on Academy operations, update related Academy procedures, and communicate to Academy staff.
    • Create, update and maintain repository of procurement reference guides and tools for Academy staff.
    • Monthly reconciliation of State of Illinois Agency Contract Report (SC14) and State of Illinois Obligation Activity Report (SC15) to Academy records
    • Prepare preferred vendor goal commitments and Academy result reports required by State of Illinois.
    • Monitor and publish Notice of Award exemptions to the Illinois Procurement Bulletin.
    • Ensure compliance with State Procurement Code, policies and procedures by reviewing and monitoring procurements conducted by Academy staff.
    • Review, approve and execute purchase orders, waivers, contracts, change orders, and other related documents.
    • Assist user departments in preparing bid specifications. Develop solicitation package and notice of solicitation for publication.
    • Present at pre-bid meetings and solicitation openings.
    • Coordinate and supervise activities of evaluation committees.
    • Receive and evaluate request for proposals, invitations for bid, and cooperative purchasing contracts and manage award process.
    • Ensure certificates of insurance, bonds, etc are obtained to meet solicitation requirements.
    • Assist and advise staff when vendors are not performing in accordance with the terms and conditions of their contracts.
    • Assist Academy staff with researching market sources and suppliers as well as sample requests for proposal, invitations to bid and other related procurement documentation.
    • Maintain appropriate records and documentation on all solicitations and contracts.
    • Other duties related to procurement administration at the Academy.

    Qualifications

    MINIMUM QUALIFICATIONS

    • 4 year degree from accredited college or university, preferably in business, public administration or closely related field
    • Two years procurement experience, preferrably in a goverment/state agency
    • An equivalent combination of education or experience from which comparable knowledge, skills and abilities have been achieved may be considered
    • Ability to clearly communicate information both orally and in writing
    • Possess interpersonal skills including listening skills, problem-solving, and decision-making
    • Demonstrated ability to work well with a variety of individuals and diverse populations
    • Ability to work independently and efficiently, resolve issues, seek help when needed, and work on concurrent projects
    • Possess complete integrity and a high sense of personal and professional ethics
    • Experienced user of common computer hardware (e.g. laptops), office productivity software (e.g. Microsoft Office, budget software), mobile devices (e.g. phone), and common peripherals (e.g. printers, others…)
    • Must possess a valid driver’s license
    • Ability to travel as needed

    PREFERRED QUALIFICATIONS:

    • Professional purchasing or administrative experience with public/governmental organization
    • Ability to meet the requirement to obtain certification by a nationally recognized professional purchasing organization within five (5) years of employment

     

    KNOWLEDGE, SKILLS AND ABILITIES

    • Knowledge of purchasing principles, procedures, pricing methods, product quality and analysis.
    • Knowledge of State of Illinois Statues and Rules
    • Skills in negotiation and specification writing
    • Skills in analyzing and evaluation bids and specification.
    • Skills in planning and prioritizing work
    • Ability to work with people including persuasive communication
    • Ability to keep information and records organized and pay attention to detail
    • Ability to manage multiple tasks in a detailed, efficient manner

     

    WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

    Work is performed in an office setting with minimal exposure to health or safety hazards.  Substantial time is spent working on a computer.  Requires ability to concentrate on detailed work for periods of time.  This role requires the following physical activities: talking, hearing and visual acuity, sitting, walking, bending, stooping, finger dexterity, repetitive motions, loading, unloading and moving materials/boxes weighing up to 50 pounds.

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