Procurement Officer Specialist

Position Details

Position Information

Position Type
Civil Service

Classification Title
Procurement Officer Specialist

Position's Functional Title
Procurement Officer Specialist

Position Start Date
04/16/2023

Position End Date (if temporary)

Position Summary

Governors State University is seeking to hire a Procurement Officer Specialist to report to the Purchasing Manager within Procurement and Business Services. This Procurement Officer Specialist is an experienced professional who performs complicated and highly specialized documentation review including requisition and purchase order coordination. This position reviews mid to high level documents for requisition approval, contract and purchase order documents and forms required by Governors State University and the State of Illinois.

20%
Ensuring that quotes, estimates and vendor information are correct as entered on the requisition. This responsibly includes making sure that all other necessary documents are in place prior to creating a purchase order. Some examples are current Certificates of Insurance, drawings, signed proposals, etc.). This also includes, routing IT, MarComm requisitions to the next level of approvals in Colleague. After purchase orders are signed, coordinate and issue purchase orders via email, fax or vendors ecommerce online electronic ordering system. Responsible for follow up with vendors regarding confirmation and receipt of purchase orders. Point person for purchase order modifications, increases and closing of purchases. The above is to be presented to the Procurement Manager for review and approval.

15%
Assist campus-wide departmental users with Self Service (Colleague ERP ) procurement input and processing, including reports, training and troubleshooting. Answer basic questions regarding processes from departments and vendors, problems arising from procurement of commodities/services. Coordinate Return Material Authorizations
(RMA’s) for staff as needed.

15%
Responsible for typing/completing new vendor credit applications for Procurement Manager approval. Also responsible for sourcing new firms, as well as securing entries of confidential information into Colleague. This includes correcting or updating information as directed by procurement leadership (remittance addresses, name changes, etc.)

15%
Completing necessary reporting, for review by procurement leadership as required, this includes external and internal reports and drafting of the quarterly submission of the Contract Obligation Document Report, for supervisor review and posting as required by the State of Illinois. There are also Purchase Order Reports that are to be submitted by email to the colleges and departments. Responsible for data entry into the Access database for the system-wide authorized users. Responsible for data entry (and reporting) into the Contracts Management Database. Databases are reviewed and approved by the Procurement Manager.

10%
Matching IPHEC vendors purchase orders with confirmations and invoices. This duty includes insuring that line items are accepted in Colleague, as appropriate. It also includes follow-up with departments and colleges as needed, via email. Examples include, but are not limited to, Enterprise Rental Car, Krueger International, CDW, etc.

10%
Assist with Financial Services, as procurement liaison with regard to payment, receiving, and other Colleague procurement questions. This includes direct payment vouchers and purchase orders.

10%
Working with the university’s travel agency for approving all flights. This includes insuring that the appropriate DocuSign Travel form is approved, maintaining the travel spreadsheet and working with the travel agency regarding insurance claims.

10%
P-card user. Make purchases for colleges and departments that require credit card payment. This includes coordinating and scheduling with the requester. Monitoring and tracking purchases, as well as monthly reconciliation.

5%
Performs other related duties as assigned.

Starting Salary: $42,646.50

(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/ .

Minimum Qualifications

COLLEGE / UNIVERSITY TRANSCRIPTS MUST BE ATTACHED TO HAVE COLLEGE / UNIVERSITY CREDITS CONSIDERED TO MEET MINIMUM QUALIFICATIONS (See “Special instructions to applicants” section below).

1. Any one or any combination of the following, totaling two (2) years (24 months) from the categories below of which one (1) year (12 months) must be actual work experience:

A. Work experience performing duties comparable to those performed at the Procurement Officer level of this series or in positions of comparable responsibility

AND /OR

B. 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.

EXAM TYPE : CREDENTIALS ASSESSMENT ( YOU DO NOT NEED TO COME IN FOR THIS EXAM ).

For more information about this classification, visit: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=3590

Preferred Qualifications

Independent problem solver, troubleshooter, and customer service focused skills are required.
Must be familiar with Excel, Access and working with posting online documents (PDFs) etc.

Experience working with Docusign, Contracts and requisitions
Bachelor’s degree in Business or related field
Three years of purchasing experience
Web page creation/editing a plus. Prefer someone who has maintained databases.

Posting Date
04/17/2023

Closing Date
05/01/2023

Open Until Filled
No

Posting Number
CS0787P

Type of Search
External

Quicklink for Posting
https://employment.govst.edu/postings/8486

Employee ID

Department

Special Instructions to Applicants

DOCUMENTATION REQUIREMENT :
For consideration, applicants are required to attach the following:
1: College/university transcripts to have college credits considered to meet minimum qualifications.
2: Online Application – Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details).
3: Cover Letter.
4: Resume.
5: A list of three Professional References.

CREDENTIAL ASSESSMENT EXAM DETAILS :
This vacancy involves a Credential Assessment Examination which consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position have been met.

RESIDENCY REQUIREMENT :
Illinois residency required within 180 days of the hire date.

VETERAN’S PREFERENCE POINTS :
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources:
1: Department of Defense – DD214/DD215
2: National Guard – NGB22 Form
3: Discharge Orders
4: Reserves – DD256 Discharge Certificate

**Note: Must be received by the closing date of this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you a resident of the State of Illinois?
   • Yes
   • No
2. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other
3. * Do you have a minimum of thirty (30) college credit/semester hours in any field?
   • Yes
   • No
4. * Do you have a Bachelor's degree?
   • Yes
   • No
5. * Do you have a Master's degree?
   • Yes
   • No
6. * Do you have any Procurement-related certifications?
   • CPPB
   • CPPO
   • Other Procurement Certification
   • Other Supply Chain Certification
   • No current certifications within procurement field.
7. * Have you worked in a contract or business-related capacity within any of the following entities?
   • State Agency
   • University/College
   • Non-Profit Agency
   • All of the above
   • None of the above
8. * Please describe your personal knowledge and user experience in ERP systems and databases, and indicate if you are/were a user, manager of the system, or worked on establishing parameters for those operational databases/reports.
   
   (Open Ended Question)
   
   
9. * Do you have experience creating reports and working with Excel documents?
   • yes
   • no
10. * Do you have experience personally creating and maintaining Docusign (or similar) electronic forms?
    • Yes
    • No
11. * Do you have experience with Vendor Relations and working with diverse vendors to increase opportunity, access and potential spend?
    • Yes
    • No
12. Have you attached a copy of your college/university transcript to have your college credits considered for meeting the minimum qualifications?
    • Yes
    • No
13. Have you completed the entire application including beginning and end dates of employment, full time/part time status, percentages, and full details of work performed?
    • Yes
    • No

Required Documents
Required Documents

1. Cover Letter
2. Resume
3. List of Three Professional References
4. Transcripts

Optional Documents

1. Veteran’s/Military Preference Points Documentation
2. Certification/Professional License
3. Letter of Recommendation
4. Other
5. Other2
6. Other3