Job Responsibilities

This position is responsible for the planning, coordination, and execution of purchases necessary to satisfy the department’s needs for supplies and services.

Purchase requisitions processed: 2,000 annually
Value of commodities purchased: $15,000,000
Types of commodities: All inclusive of IDOT's needs

This position reports to the Supplies and Services Unit Chief. There are no subordinates reporting to this position.

The incumbent is accountable for planning, coordinating, and executing the purchase of supplies and services requested by all Illinois Department of Transportation (IDOT) offices. The objective is to procure the most suitable products at the lowest cost from the most responsible provider. Adherence to rigid time schedules is crucial to award contracts in a timely fashion, ensure prompt delivery, and obtain market discounts. Types of commodities purchased include, but are not limited to, highway paints and maintenance materials, equipment repair parts, mechanical supplies, electrical supplies, shop and fabrication materials, personal protection items, wearing apparel, janitorial supplies, and small tools and hardware. The incumbent is responsible for defining and classifying items into appropriate procurement groupings based on the item’s generic description, life expectancy, and/or dollar value.

Typical problems include the interpretation of the Illinois Procurement Code, Illinois Finance Act, Statewide Accounting Management Systems (SAMS), BidBuy e-Procurement system, and the General Services Chief Procurement Officer's procurement rules. The greatest challenge in this position is to procure products from the most economical and reliable source while ensuring compliance with highly technical product specifications, procurement rules, laws, and regulations.

Job Responsibilities Continued

The incumbent establishes and ensures compliance with commodity purchasing schedules so that products are acquired to meet IDOT’s seasonal needs, market conditions, and the timetables enacted by the Department of Central Management Services (CMS). The incumbent prepares purchase requisitions by completing the necessary data entry into the Illinois BidBuy e-Procurement system. The incumbent prepares bid documents, solicits bids, conducts bid openings, and recommends award for those purchases delegated to the department by CMS. The incumbent updates, modifies, and indexes product specifications to promote competitive bidding and the purchase of suitable products. The incumbent reviews bid tabulations, determines the lowest bidder in compliance with all stated requirements, and provides written recommendations for contract awards to CMS. The incumbent prepares and distributes contract documents, monitors contract compliance, and serves as the agency liaison with contract vendors. The incumbent prepares reports regarding the status of various procurement activities. The incumbent serves as liaison with CMS personnel who regulate IDOT purchases of commodities and commercial printing.

The incumbent has general latitude to make decisions regarding routine job duties, however, decisions regarding major deviations from established procedures must be made in conjunction with the Supplies and Services Unit Chief. The incumbent notifies the Supplies and Services Unit Chief of problems in the procurement system and helps formulate and implement corrective action. The incumbent works within the provision of the Illinois Procurement Code, Illinois Finance Act, SAMS, General Services Chief Procurement Officer's administrative rules, departmental polices, and sound business practices.

Internally, the incumbent is in frequent contact with all the IDOT staff. Externally, the incumbent is in contact with CMS, manufacturers, and vendors throughout the country. Contact with vendors is critical to ensure that complex purchasing requirements and specifications are communicated to provide timely receipt of goods and compliance with specifications. Infrequent statewide travel with overnight stays may be required for the training of end-users.

The effectiveness of this position can be measured by the implementation of a uniform IDOT procurement program that complies with all applicable purchasing laws while providing quality goods and materials necessary for the accomplishment of the IDOT's goals and objectives.

Principal Accountabilities

1. Processes requisitions for the procurement of supplies and services in a timely fashion ensuring the purchase of the lowest cost product from the most responsible source.
2. Interprets the Illinois Procurement Code and related rules to make sure the department’s procurement activities are performed in compliance with all governing regulations including the IDOT policies.
3. Prepares and indexes technical specifications in accordance with federal, state, and/or manufacturer standards, as well as departmental needs.
4. Develops and implements procurement schedules to meet seasonal needs, market conditions, and CMS timetables promoting the prompt delivery of supplies and services.
5. Monitors procurement activities to ensure bids are awarded, products delivered and inspected, and obligations established to promote timely payment.
6. Prepares bid documents, solicits bids, conducts bid openings, and recommends award for those purchases delegated to the department by CMS.
7. Serves as liaison with CMS, IDOT offices, and vendors for matters related to the purchase of commodities and commercial printing.
8. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
9. Performs other duties as assigned.

Qualifications

Position Requirements

• Education/Experience

• Completion of a bachelor's degree majoring in business, economics, statistics or public administration, OR
• Completion of two years of college PLUS one year of experience working with procurement programs and/or processes, researching data, compiling reports, or a combination thereof; OR
• Five years of experience working with procurement programs and/or processes, researching data, compiling reports, or a combination thereof

• Valid driver's license
• Infrequent statewide travel with overnight stays
• Successful completion of a background screening

Position Desirables

• Ability to plan, organize, and meet deadlines
• Working knowledge of Microsoft Office Suite, including Word and Excel
• Ability to research information to ensure products are purchased from the most economical and reliable source
• Knowledge of the Illinois Procurement Code
• Ability to write reports and recommendations
• Ability to maintain harmonious relationships with diverse groups of people