Procurement Officer

Position Details

Position Title

Procurement Officer

Position Number

00001411

Working Position Title

Procurement Officer

Posting Type

Civil Service

FTE

1.00

Representation

Union

Department

Procurement&Strategic Sourcing

Primary Function

This position performs various procurement office procedures, including review and entry of various purchase requisitions and change order requisitions into PeopleSoft, and responsibility for maintenance and reporting of procurement departmental records in both electronic and paper filing systems. Incumbent must perform functions required to purchase assigned goods and services under review of Manager of Procurement Services, Associate Director, Director, or Senior Buyers, including the purchase of goods or services using a procurement card, under the rules of the Procurement Card policy. The position performs the expediting of purchase orders, change orders, freight claims, partial and
final payments, lost or damaged shipments, return authorizations, etc. -virtually any matter that arises concerning the purchase of goods and services by the university.

Duties and Responsibilities (generally)

This position requires accuracy, attention to detail, and consistent follow through. Employee must be able to independently judge time priorities and establish and maintain consistent responses to internal customers, suppliers, and related university departments, regardless of fluctuating workload. Employee must also consistently follow the procedures of a highly structured purchasing system. Employee must be able to communicate clearly and effectively, both orally and in writing. All Purchasing Officer positions are regarded as generalists, functioning in an entry level learning environment. Employee has developed special areas of expertise and is involved in every type of procurement performed by the department. Proficiency in the use of desk top computers in a computerized working environment is fundamentally necessary to the work of this position.

Minimum Required Qualifications for this position

1. Any one or any combination of the following, totaling one (1) year (12 months) from the categories below of which six (6) months must be actual work experience:
-Work experience performing duties comparable to those performed at the Procurement Officer Assistant level of this series or in positions of comparable responsibility.
AND /OR
College credit for course work in any field
-30 semester hours equals six (6) months
-60 semester hours or Associate’s Degree equals one (1) year (12 months)
-90 semester hours equals two (2) years (24 months)
-120 semester hours or a Bachelor’s Degree equals three (3) years (36 months)
-Master Degree or higher equals four (4) years (48 months)

NOTE : Possession of a current Certified Professional Public Buyer ( CPPB ) or Certified Public Procurement Officer ( CPPO ) from The Universal Public Purchasing Certification Council ( UPPCC ), or a current Accredited Purchasing Practitioner ( APP ) certificate, Certified Purchasing Manager ( CPM ) or Certified Professional in Supply Management ( CPSM ) from the Institute for Supply Management ( ISM ) or equivalent certifications may satisfy the above requirements.

Specialty Factors (Additional Required Qualifications)

Education and Experience Preferred

Bachelor’s Degree

List the knowledge, skills, and abilities critical to the performance of this position.

1. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
2. Basic knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
3. Knowledge of laws, the Illinois Procurement Code, government regulations, executive orders, knowledge of State of Illinois and State University Procurement procedures, as well as state and federal laws as they pertain to purchasing.
4. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
5. Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
6. Knowledge of materials related to procurement, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

Working Hours

M-F 8-4:30

Hiring rate/range

Commensurate with experience and internal equity; position includes all eligible benefits

Posting Date

08/31/2020

Closing Date

09/21/2020

Priority Review Date

Special Instructions to Applicants

• For information about Northern Illinois University’s benefits package, please visit:https://www.niu.edu/hrs/benefits/index.shtml.

• Fully complete the Education and Work History sections of the application. Be specific on yourentirework history, including employment dates and duties forallpositions held. Applicable part-time work experience will be considered toward qualifying for this position, however, it will be converted to a full-time equivalency to determine length of experience.

• You MUST upload your transcripts to your application for full consideration if you do not have the work experience required for this position (if multiple transcripts, please attach each transcript in a separate PDF file). Unofficial transcripts are acceptable at the time of application; official transcripts will be required if hired.

• If you have education and/or training in excess of what is required, we encourage you to upload your unofficial transcripts in order to earn all available points as applicable.

• Once your complete application is submitted and the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification and any special requirements associated with this particular position.

• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and Civil Service Testing. Please add these emails to your address book to ensure timely delivery of any communication.

• We STRONGLY recommend that contact information used in your online profile be personal use, not professional/work information: personal email address, home address, and phone numbers. The information you provide is used to make contact on future search updates, department referrals, and interviews, etc. We must be able to relay sensitive and important information in a way that protects your privacy concerning job search activity, now and in the future.

• The Civil Service examination for this classification is based on your application materials. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.

• If eligible for Veteran’s Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application in order to receive maximum eligible points on the Civil Service examination.

• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

• For more information on the PROCUREMENT OFFICER, including salary ranges, typical duties, minimum acceptable qualifications and testing requirements, please visit: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=3588.

Link to Department Homepage

http://www.niu.edu/procurement/

Physical Demands

Position is primarily sedentary. Occasional lifting of files box under 10 pounds.

EEO Statement

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, ancestry, sex, religion, age, physical and mental disability, marital status, veteran status, sexual orientation, gender identity, gender expression, political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services 230
TitleIXCoordinator@niu.edu
815-753-5560

Is Background Check Required

Yes

Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. This form can be obtained by contacting the Office of Academic Diversity, Equity and Inclusion ( ADEI ) at 815-753-8399.

Clery Act Information

NIU provides information regarding campus security, personal and fire safety, including topics such as: crime prevention, emergency response procedures and crime reporting policies, in addition to crime and fire statistics for the most recent three calendar years. The Annual Security Report containing security and safety information is available at www.safety.niu.edu/clery or by contacting the University Police Department and Public Safety Department at 815-753-9628 to receive a hard copy. The Annual Fire Safety Report is available at www.niu.edu/clery/fire_report.pdf or by contacting the Environmental Health and Safety Department at 815-753-0404 to receive a hard copy.

Quick Link

http://employment.niu.edu/postings/53668
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please rate your level of professional experience assisting departments in preparing and soliciting quotations, bids, and requests for proposals, recommending qualified vendors/contractors, and issuing purchase orders with appropriate authorization authority.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function was performed under guidance.
   • My work experience relevant was performed independently.
2. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
3. * Please rate your professional work experience collaborating with business partners and vendors/contractors to review and clarify requisitions, pricing, delivery/lead terms, and other details or forms related to procurement activities.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function was performed under guidance.
   • My work experience relevant was performed independently.
4. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
5. * Please rate your level of professional experience assisting in the preparation and procession of simple contract and contract extensions (e.g. leases, maintenance agreements, etc.) and administering changes or revisions to contracts based on the advice of legal counsel.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function was performed under guidance.
   • My work experience relevant was performed independently.
6. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
7. * Please rate your level of professional work experience related to interpreting policies and procedures, rules and regulations, statues and guidelines and providing guidance to departments and business partners on such matters.
   • No work experience directly related to the job function described.
   • My work experience relevant to the job function was performed under guidance.
   • My work experience relevant was performed independently.
8. * Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or resume.
   
   (Open Ended Question)
   
   
9. * Have you attached transcripts to support the degree(s) you are submitting for consideration with this posting?
   • Yes
   • No
   • Not Applicable
10. * Have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veteran's Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
    • Yes
    • No
    • Not Applicable

Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter

Optional Documents

1. Transcripts (unofficial with official required at hire)
2. Transcripts #2 (unofficial with official required at hire)
3. Certifications/Licensure #1
4. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)