at Illinois Department of Innovation & Technology in Springfield, Illinois, United States
Job Description
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.
