Contracts & Obligations Specialist (METHODS AND PROCEDURES ADVISOR II)

2 months ago

Springfield, Illinois, United States State Of Illinois Full time

Position Title:
Methods and Procedures Advisor II

Agency :
Department of Innovation and Technology

Posting Date: 07/29/2024

Closing Date: 08/09/2024

Salary:
$5,179 - $7,341/month

Job Type:
Salaried

County:
Sangamon

Number of Vacancies: 1

Plan/BU:
RC062


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 website. State of Illinois employees should click the link near the top left through the SuccessFactors employee career portal.

Applications submitted or any paper manner (mail, fax, hand delivery) will not be considered.

Transcripts are required. If you do not upload transcript you will not be considered for the position.

Posting Identification Number 40163


Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment.

This position serves as a Contracts & Obligations Specialist performing complex technical, research and advisory functions involving the development, analysis, evaluation, revision and implementation of new and improved methods and procedures related to fiscal review of procurement requests and obligation activities.

In this role, you will review and analyze vendor contracts and establish obligations within the accounting systems.

In addition, you will manage special fiscal projects, including SAP Shopping Carts, requiring specialized coding, reporting, tracking and analysis of data.

This position serves as primary liaison for vendor, Bureau and Agency inquiries and problem resolutions related to fiscal and obligation methods and procedures and plans, revises, and develops Bureau fiscal procedures as they relate to procurement approval processes.

If you possess these knowledges, skills, abilities and experience, we invite you for this position with DoIT

As a State of Illinois employee, you receive a comprehensive benefits package including:

  • Competitive Group Insurance benefits including health, life, dental and vision plans
  • Flexible work schedules (when available and dependent upon position)
-10-25 days of paid vacation time annually (10 days for first year of state employment)
-12 days of paid sick time annually which carryover year to year
-3 paid personal business days per year
-13-14 paid holidays per year dependent on election years
-12 weeks of paid parental leave

  • Pension plan through the State Employees Retirement System
  • Deferred Compensation Program – voluntary supplemental retirement plan


Optional pre tax programs
  • Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
  • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
For more information regarding State of Illinois Benefits follow this link:

Essential Functions

30% Under direction, serves as a Contracts & Obligations Specialist for the Department of Innovation & Technology (DoIT):

  • Performs complex technical, research, and advisory functions involving the development, analysis, evaluation, revision, and implementation of new and improved methods and procedures related to fiscal review of procurement requests and obligation activities.
  • Serves as a control for fiscal review of DoIT procurements.
  • Coordinates funding activities with regard to the contract/obligation and spending plan processes and procedures.
  • Reviews and analyzes programs, devising and implementing improved methods and procedures for the fiscal review and analysis of procurements and contracts and their verification against spending plans.
  • Utilizes SAP, Access Database Tracking Systems, Visio Flow Charting, BidBuy, State of Illinois Comptroller's SAMS, and various accounting systems in the performance of duties.
25% Plans, develops, and implements improved procedures for coordination of contract/obligation filing between DoIT Divisions, IT/Telecom Procurement and the Office of the Illinois Comptroller (OIC):

  • Reviews and analyzes vendor contracts and establishes obligations within the SRM of SAP.
25% Manages special fiscal projects, including Systems, Applications & Products (SAP) Shopping Carts, requiring specialized coding, reporting, tracking, and analysis of data:

  • Plans and develops original techniques for gathering, tracking, presenting fiscal and contractual data, and for interpreting results.
  • Reconciles data to ensure accuracy and completeness for submission to management for audit and reporting purposes.
  • Provides analytical support and responds to inquiries from management and agency staff.
Essential Functions Continued

10% Plans, revises, and develops Bureau fiscal procedures as they relate to procurement approval processes:

  • Makes recommendations to management for process improvements and efficiencies
5% Serves as primary liaison for vendor, Bureau and Agency inquiries and problem resolutions related to fiscal and obligation methods and procedures:

  • Develops and maintains professional working relationships
5% Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

  • Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college with courses in public administration, accounting, industrial relations, prelegal, or personnel management.
  • Requires two (2) years of professional experience in public administration, business management, or accounting.
Preferred Qualifications (In Order of Significance)

  • Two (2) years of professional experience working with fiscal policies and procedures.
  • Two (2) years of professional experience working with State accounting systems or similar accounting systems.
  • Two (2) years of professional experience working with SAP or similar system.
  • Working knowledge of the Illinois Procurement Code and Administrative Rules or similar.
  • Working knowledge of the Office of the Illinois Comptroller obligation and contract procedures or similar.
  • Extensive knowledge of management principles and techniques, including organizational structures, staffing patterns, and administrative controls.
  • Ability to exercise sound judgement in analyzing, appraising, evaluating and solving problems of difficult procedural, organizational, administrative, and technical in nature.
  • Ability to organize facts and findings, and to present such information in clear and logical form, verbally or through written media such as briefs, memoranda, summarizations, research papers or regulations bulletins.
Conditions of Employment

NOTE:

Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.


  • Requires the ability to verify identity.
  • Requires employment authorization to accept permanent full time position with State of Illinois.
  • Requires the ability to pass a position specific, agency required background check.
  • Requires the ability to travel in performance of duties.
  • Requires the ability to work overtime including scheduled, unscheduled, short notice, evening, weekends, and holidays.
  • Requires the ability to serve in an on call capacity.
  • Requires the ability to attend seminars, conferences and training to remain current on methods, tools, ideologies or other industry related topics relevant to job duties.
  • Requires the ability to lift and carry objects or equipment weighing up to 20 pounds.
This is considered light work as defined by the U.S. Department of Labor (20 CFR b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.

  • Requires adherence to the revolving door restrictions outlined in 5 ILCS 430/5 45.
Consequently, employees should be aware that in the event of receiving a non-State employment offer during state employment or within one year immediately following the termination of State employment, they are required to inform the Office of the Executive Inspector General for the Agencies (OEIG) of the Illinois Governor before accepting such non-State employment. Failure to notify the OEIG may result in the imposition of a fine.

  • Requires compliance with the provisions outlined in section 4A 101 of the Illinois Governmental Ethics Act, necessitating the occupant of this position to file of a Statement of Economic Interest.
Pursuant to the Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.), specific state officials and employees are required to annually submit Statements of Economic Interest to the Office of the Secretary of State, which will be accessible to the public for examination and copying. Employees subject to this requirement must also file a Supplemental Statement of Economic Interest with the Executive Ethics Commission, as specified in Executive Order 15-Failure to submit these statements in a timely manner may result in fines and penalties.
The conditions of employment listed are incorporated and/or related to any duties included in the position description.

Work Hours: 8:30AM - 5:00PM Monday - Friday
Work Location: 120 W Jefferson St Springfield, IL

Agency Contact:

Posting Group:
Science, Technology, Engineering & Mathematics

This position DOES NOT contain "Specialized Skills" (as that term is used in CBAs).

This position is subject to the Revolving Door provisions of the State Officials and Employees E

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