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Payroll Title: Executive I (Special Skills)

Agency : Emergency Management Agency
Posting Number: 38256

Opening Date/Time: 05/31/2024

Closing Date/Time: 06/13/2024
Salary: Anticipated Starting Salary (Effective 7/1/24) $5703 monthly; Full Range $5703 - $8170 monthly
Job Type: Salaried
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC062

Agency Statement: Are you ready to make a difference in the lives of others? The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is a team of emergency management professionals who support local communities by providing experience, perspective, and resources to help residents prepare for, mitigate, respond to, and recover from threats, hazards, disasters, or emergencies. IEMA-OHS is the lead agency for disasters and emergencies statewide and plays a key role in protecting the health, life, and safety of all Illinoisans.

Position Statement: This position serves as one the agency’s procurement positions for day-to-day operations. They are tasked with performing a variety of procurements, will serve an essential role in securing equipment, commodities, and services needed to maintain operational capacity. This position is also responsible for maintaining all agency contractual obligations to ensure funds are earmarked appropriately and payments to contractors, vendors, grantees’, and partners can be made. Our employees work in an ever-changing environment that presents new challenges with rewarding results. If you are interested in joining our team of compassionate and integrity driven public servants, we invite you to apply for the Executive I position with IEMA-OHS!

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 employees wishing to exercise their Contractual Right to a position MUST APPLY USING THE INTERNAL EMPLOYEE PORTAL and can click the link near the top left to apply through the SuccessFactors employee career portal.

Resume Preferred but Not Required

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

Posting Identification Number: 38256

Essential Functions

1. Audits and verifies contractual and grant obligations and encumbrances for completeness and accuracy as well as compliance with requirements; utilizes various systems in performance of duties including BidBuy, Supplier Relationship Management (SRM)/System Application and Products (SAP), Request to Purchase (RTP), Microsoft Office Suite, Statewide Accounting Management System (SAMS), Illinois Procurement Gateway (IPG), Commission on Equity and Inclusion (CEI), etc.

• Verifies appropriateness and accuracy of funding and expenditure account codes.
• Works with all stakeholders including Comptroller, agency grant managers, etc. to budget for funding discrepancies.
• Enters contractual and grant obligations with appropriate grant or contractual agreements for filing with the Illinois Comptroller as well as shopping carts in SAP.
• Works with Accounts Payable, Budget and other stakeholders to correct deficiencies; updates and maintains all grant and contract logs and any correspondence required for completion.

2. Organizes, plans, controls and evaluates small purchases, orders from agency and CMS/DOIT Master agreements, etc. through contract execution:

• Assists with competitive solicitations (Invitation for Bid (IFB), Request for Proposal (RFP) and other procurement methods with creating evaluation tools, determining Small Business Set-Asides and/or Business Enterprise Program (BEP) and Veteran Owned and/or Disadvantaged Business Program (VBP) Goals, etc.

3. Develops, distributes, and maintains reports as requested or required, related to procurements utilizing the agency’s web based RTP system, BidBuy and statewide accounting systems.

4. Responsible for the vendor management system in SAP which includes working with vendors and the Comptroller’s Office to certify vendors; responsible for adding appropriate SAP vendor numbers in the system once the vendor is certified:

• Utilizes all communication between any stakeholder to obtain the correct information to certify vendors for the agency as well as creating and/or maintaining logs.

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

Specialized Skills

1. One (1) year of experience working with statutes, rules, policies, and procedures related to the Statewide Accounting Management System in relation to contractual obligations, expenditure account codes, and appropriations.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with coursework in business or public administration.
2. Requires one (1) year of responsible administrative experience in a public or business organization, or completion of an agency approved professional management training program.

Preferred Qualifications

1. One (1) year of experience working with statutes, rules, policies, and procedures related to the Statewide Accounting Management System in relation to contractual obligations, expenditure account codes, and appropriations.
2. One (1) year of experience working with small purchase processes.
3. Two (2) years of professional experience working in Microsoft Office Excel and Word.
4. One (1) year of experience in governmental procurement including experience with the Small Business Set-Asides, Business Enterprise Program (BEP), Veteran Owned and/or Disadvantaged Program.

5. One (1) year of experience utilizing superior organization skills while adapting to continuously changing statutes and policies implicating obligation and procurement activities.
6. Current certification as a Certified Professional Public Buyer (CPPB) and/or a Certified Public Procurement Officer (CPPO) or the approval from the Universal Public Procurement Certification Council to be Exam Qualified to be eligible to take the exam, or actively working towards eligibility.
7. Two (2) years of experience working with state or non-state accounting procedures, office methods and procedures, and administrative rules.

Conditions of Employment

1. Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.
2. Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
3. Requires ability to travel in the performance of duties, with overnight stays as appropriate. Requires appropriate, valid driver’s license.
4. Requires a criminal history check through the Illinois State Police.
5. Requires the ability to use state-supplied equipment such as cell phone, laptop, etc.

Work Hours: 8:30a - 5:00p Monday - Friday
Work Location: 1035 Outer Park Dr, Springfield, Illinois, 62704-4462
Agency Contact: EMA.Jobs@illinois.gov

Posting Group: Fiscal, Finance & Procurement

Revolving Door: Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.

This position contains “Specialized Skills” (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com

Job Type: Full-time

Pay: $5,703.00 - $8,170.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Overtime
• Weekends as needed

Ability to Relocate:

• Springfield, IL 62704: Relocate before starting work (Required)

Work Location: In person