Obligation & Invoicing Manager

at Illinois Department of Children & Family Services in Springfield, Illinois, United States

Job Description

Springfield, IL, US, 62701

Title - EXECUTIVE II  

Agency :  Department of Children and Family Services 
Closing Date/Time: 05/10/2024 
Salary:   $5901 - $8825 (Anticipating Starting Salary is $5901/month)  
Job Type:   Salaried 
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU: RC062   

PUC: 90682986

DIVPIN: 203798

                                                                       This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

         All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal. Please attach your resume, official transcripts, licenses, along with any other supporting documents. This can be uploaded to MY DOCUMENTS section of your application. This is HIGHLY recommended.  Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number  37285 

The Illinois Department of Children and Family Services is seeking an organized, professional, and results oriented individual to serve as Obligation and Invoicing Manager.  Under direction, this position will plan, organize, execute, and control all aspects of the contract obligation process with the Illinois Comptroller for contracts managed by the DCFS Office of Procurement.  The position will resolve any conversion or Illinois Comptroller issues and ensure that the contract is in payable status.  This position will also monitor Deputy meetings and fiscal year spend plan for contracts managed by the Office of Procurement.  Additionally, the position will request, track, and monitor on all aspects of the invoicing process from order completion through Illinois Comptroller warrant issuance for all purchase orders and contracts managed by the Office of Procurement.  This position is a great opportunity for someone who is detail oriented and dedicated to ensuring the effective and appropriate implementation of agency procurement processes.  DCFS offers a competitive salary plan, excellent benefits, and a pension program.  The ideal candidate for this position will have excellent organizational skills, leadership capabilities, and the ability to multi-task.  We invite all qualified applicants to apply to join our innovative team to help make a difference in the lives of children and families.

1. Serves as Obligation and Invoicing Manager plans, organizes, executes, and controls all aspects of the contract obligation process with the Illinois Comptroller for contracts managed by the DCFS Office of Procurement, including all amendments and the re-establishment of multi-year contracts

2. Attends and monitors Deputy meeting and fiscal year spend plan for all contracts managed by the Office of Procurement

3. Performs Contract Manager role for all contracts managed by the Office of Procurement by continuously monitoring and reporting on contract usage, spending, and availability of funds

4. Interacts with vendors, third-party shippers, end users, Business Managers, and warehouse and facilities staff as applicable to request, track, file, process, and report on all delivery confirmations to ensure a three-way match between order, delivery confirmation, and invoice

5. Requests, routes, tracks, processes, continuously monitors, and reports on all aspects of the invoicing process from order completion through Illinois Comptroller warrant issuance for all purchase orders and contracts managed by the Office of Procurement

6. Performs other special projects for the Office of Procurement or other business units as needed, including but not limited to drafting, requesting, tracking, and processing additional documentation, approvals, or any other aspect or requirement of the procurement and invoicing processes

7. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above