Senior IT Procurement Manager

Job Title: Information Technology Procurement Office Administrative Officer

Job Requisition ID: 40092

Closing Date: 08/08/2024

Salary: $10,167-$10,833/Anticipated starting monthly salary 

Work Hours: M-F 8:30am-5:00pm 

Work Location: (Hybrid) 120 W Jefferson St Springfield, IL 62702-5170

Union Position: No

Work Authorization: No Sponsorship Available. Not eligible for OPT/CPT.

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. 

This position serves as the Information Technology Procurement Administrative Officer who will lead a team in the Department’s Administrative Unit responsible for the Information Technology Procurement Office (ITPO) training, data, customer service delivery, and electronic systems. 

The ideal candidate will have in-depth knowledge of strategic sourcing practices, data management, training, and customer service initiatives and solutions. 

The Administrative Officer will manage a team that supports the production units of ITPO, through training, data management and key performance indicator (KPI) analysis, management of customer service delivery, and maintenance of procurement systems.  

If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including:

•    Competitive Group Insurance benefits including health, life, dental and vision plans
•    Flexible work schedules (when available and dependent upon position)
•    10 -25 days of paid vacation time annually (10 days for first year of state employment)
•    12 days of paid sick time annually which carryover year to year
•    3 paid personal business days per year
•    13-14 paid holidays per year dependent on election years
•    12 weeks of paid parental leave
•    Pension plan through the State Employees Retirement System
•    Deferred Compensation Program – voluntary supplemental retirement plan
•    Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
•    Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
 

Essential Functions

30%       Subject to management approval, serves as the Information Technology (IT) Procurement Office Administrative Officer for the Department of Innovation & Technology (DoIT):

• Serves authoritatively as a policy formulating administrator in planning, developing, directing, implementing, interpreting, and administering policy and procedure for the training, internal procedures, purchase initiation, data management, systems, reports, customer service, and market research for the Information Technology Procurement Office (ITPO) unit.
• Works with internal and external stakeholders and other ITPO managers to develop, define, and continuously monitor and improve the entire request-to-pay process for all procurements through electronic procurement systems, contract lifecycle management systems, and various other tracking systems.  
• Collaborates the Agency Procurement Officer (APO) and other ITPO managers to identify and study procurement challenges and risks, proposes strategies on complex matters such as the establishment of the procurement approach, analysis of competitive methods of source selection (such as IFB, RFP and RFQ), market environment, potential suppliers, bidding strategy, specifications, selection of Business Enterprise Program (BEP) and Veteran Business Program (VBP) goals, pricing and financial analysis including price benchmarking, bid evaluation, protest response, contract creation, and contractual requirements and to preclude unauthorized changes or alterations in contract provisions.
• Consults and coordinates with other managers, agency staff, and the staff of other procurement stakeholders to obtain and develop sound conclusions to problems.
• Collaborates with other managers to coordinate contract compliance, ensuring compliance issues are being appropriately evaluated, investigated, and resolved.
• Monitors compliance activities to remain abreast of status of all compliance activities and trends.
• Provides reports to agency leadership, APO, and other managers to keep them informed of processing metrics, supplier performance metrics, ITPO and vendor procurement and electronic procurement system training goals, internal procedure changes, purchase initiation developments, data management and analytics, systems and updates, reports, customer service initiatives and solutions, and market research.
• Prepares, reviews, and submits required technical reports, including but not limited to legislative reports, CPO-GS reports, internal reports, and any reporting structures required by the APO or DoIT leadership. 

25%       In collaboration with the APO, plans, develops, maintains, and reports aspects of portfolio management pertaining to catalog and category creation, procurement and electronic procurement system training goals, internal procedure creation, purchase initiation, data management practices, procurement systems, reports, customer service, and market research:

•    Develops long range plans related to procurement and electronic procurement systems training, internal procedure creation, purchase initiation, data management, procurement systems, reports, customer service initiatives and solutions, and market research.
•    Provides daily oversight of the Administrative Unit staff to ensure compliance with the Procurement Code and other purchasing policies and procedures.
•    Develops and maintains current and cutting-edge sourcing expertise. 
•    Assists other managers in developing strategic sourcing and contract development actions by using tools developed and implemented by the Administrative Unit.
•    Develops, manages, and maintains cross-functioning procurement organizational entities.
•    Develops and implements an annual training plan for ITPO staff, actively monitoring the training needs of ITPO staff, identifying retraining needs, and providing retraining solutions. Provides training for new hire onboarding. Implements vendor training solutions and secures external training programs and certifications for ITPO and agency staff.
•    Maintains version control of ITPO procurement forms, policies, and procedures.
•    Creates and maintains a knowledge library of agency’s needs and requirements, including bidding, negotiating, documenting, and closing all sourcing/supplier deals, to ensure uniformity of processing.

25%       Develops plans to strengthen cost containment and align resources to better leverage spending:

•    Analyzes spending trends/history in comparison to client provided forecasts to identify opportunities for influential and pro-active negotiations.
•    Identifies and implements improvements in the State's processes and practices that would make the State a better business partner and result in savings to suppliers and contractors and obtain a greater savings to the State of Illinois while recognizing potential contract cost overruns and the need for future funding requirements.
•    Tracks efforts to improve procurement efficiency and cost containment.
•    Develops and maintains cost analysis methodologies and applies them to portfolios.
 

10%    Serves as full line supervisor:
•    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.

05%    Serves as an internal quality assurance officer for the ITPO unit:
•    Organizes, plans, executes, controls, and evaluates the operation of a quality assurance program. 
•    Serves as spokesperson before various committees, conferences, and other interest groups to promote understanding and to interpret the position of the agency. 
•    Prepares briefings, presentations, and responses on issues.

05%    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 completion of four (4) years college, preferably with courses in business or public administration.
2.    Requires prior experience equivalent to four (4) years of progressively responsible administrative experience in procurement, purchasing, or sourcing in a public or private organization.
3.    Requires four (4) years of professional level supervisory experience.
 

Preferred Qualifications

1.    Six (6) years of professional experience conducting competitive procurements such as Invitation for Bid (IFB) Request for Production (RFP), Request for Quote (RFQ), in planning, developing, negotiating, and implementing strategic sourcing contracts, or six (6) years of similar experience as a portfolio manager.
2.    Two (2) years of professional experience using an electronic procurement system.
3.    Two (2) years of professional experience with data analytics and reporting. 
4.    Two (2) years of professional experience providing direct customer service initiatives and solutions.
5.    Two (2) years of professional experience training subordinate employees and designing training curriculum. 
6.    Demonstrated verbal and written communication skills to present information with clarity and precision.
7.    Ability to analyze administrative problems and adopt an effective course of action to resolve.
8.    Ability to gain and maintain effective working relationships. 
9.    A master’s degree in operations management or a related business, operations, finance, law, or economics advanced degree.
10.    Certification with Institute of Supply Management (ISM), Association for Supply Chain Management (ASCM), or Universal Public Procurement Certification Council (UPPCC) as a Certified Public Procurement Buyer (CPPB) or Certified Public Procurement Officer (CPPO), or similar procurement related certifications.   
 

Conditions of Employment

NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position. 

1.    Requires the ability to verify identity.
2.    Requires employment authorization to accept permanent full-time position with the State of Illinois.
3.    Requires the ability to pass a position specific, agency required background check.
4.    Requires the ability to work outside normal business hours to meet deadlines.
5.    Requires self-disclosure of criminal history.
6.    Requires the ability to travel in the performance of duties.
7.    Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. This is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.
8.    Per Executive Order 2018-07, engagement with Business Enterprise Program (BEP) contractors and subcontractors and support for the goals of the BEP program and the Fair Contracting Task Force.
9.    Requires adherence to the revolving door restrictions outlined in 5 ILCS 430/5-45. Consequently, employees should be aware that in the event of receiving a non-State employment offer during state employment or within one year immediately following the termination of State employment, they are required to inform the Office of the Executive Inspector General (OEIG) for the Agencies of the Illinois Governor before accepting such non-State employment. Failure to notify the OEIG may result in the imposition of a fine.
10.    Requires compliance with the provisions outlined in section 4A-101 of the Illinois Governmental Ethics Act, necessitating the occupant of this position to file of a Statement of Economic Interest. Pursuant to the Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.), specific state officials and employees are required to annually submit Statements of Economic Interest to the Office of the Secretary of State, which will be accessible to the public for examination and copying. Employees subject to this requirement must also file a Supplemental Statement of Economic Interest with the Executive Ethics Commission, as specified in Executive Order 15-09. Failure to submit these statements in a timely manner may result in fines and penalties.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.