at Illinois Department of Innovation & Technology in Springfield, Illinois, United States
Job Description
Job Responsibilities30% Under general direction, serves as the Administrative Secretary for the Department of Innovation & Technology (DoIT) Vendor Management Office (VMO):
- Performs administrative secretarial work and provides clerical support for the Agency Procurement Officer (APO), maintaining high priority files including confidential personnel records and special reports
- Functions as a liaison between Portfolio staff and supervisor.
- Coordinates workflow from the APO’s office to DoIT Legal, the Executive Ethics Commission (EEC), the Secretary’s Office and other state agencies
- Makes independent decisions in the explanation of rules and interpretation of the manager’s policies concerning various User Support programs.
- Conducts special projects and studies by gathering data, coordinating, monitoring, and completing assigned projects.
- Analyzes and interprets data and prepares reports.
- Coordinates activities and workflow of VMO staff to assure proper and timely completion of work.
- Advises manager of significant problems and notifies staff of changes or revisions.
- Implements procedures to achieve office goals and objectives.
- Establishes priorities to ensure documents are processed and disseminated within prescribed procedures and time frames.
- Utilizes Microsoft Office Suite in performance of duties.
25% Acts as a liaison with other state agencies and the public:
- Coordinates renewals of contracts, interagency agreements and leases.
- Reviews documents for compliance with departmental policies, rules and regulations to ensure all are kept current.
20% Prepares manuals, letters, and memorandums:
- Answers phone and schedules meetings for the Portfolio Managers.
- Keyboards correspondence including, but not limited to, legal documents and contracts.
- Coordinates communication between Portfolio Managers and other state agencies regarding Procurement Business Cases (PBC’s) and other procurement related issues
- Coordinates travel arrangements and prepares travel vouchers for Portfolio Managers.
10% Directs vendors in obtaining bid information under the Freedom of Information Act (FOIA):
- Acquires bid tabulation data and certifies information is correct and in proper order.
10% Utilizes personal computer and various software programs for the input and output of data for reports, tracking, vendor performance, etc.:
- Receives, distributes, and tracks protests from vendors.
- Works outside of normal business hours to meet deadlines or address critical issues.
5% Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.
