What are the responsibilities and job description for the Procurement Officer position at illinois?
Duties & Responsibilities
Procurement Duties:
- Coordinate the procurement of goods and services by reviewing the Request to Purchase (RTP) tool.
- Utilize iBuy or Pcard or assign them to others to purchase.
- Contact vendors to obtain updated quotes, Vendor Information Forms and work on any outstanding issues.
- Track the department’s procurement and payables operations to ensure compliance with applicable regulations, policies, and procedures.
- Review vendor’s associated invoices to ensure payment is processed.
- Process competitive bids and sole-source purchases working closely with clerical, project managers, and NCSA staff.
- Administer and monitor purchasing contracts in the Contracts system.
- Perform regular maintenance on the Request to Purchase tool to ensure purchases are processed correctly and completed in a timely manner.
- Serve as a subject matter resource for procurement and financial systems, advising staff on policy interpretation and procedural guidance.
- Assist in developing purchasing analysis and provide reports on procurement data.
Transaction Processing:
- Review and approve transactions in the Emburse system and record them in NCSA’s electronic files.
- Monitor and manage the Emburse queues for submitted reports daily.
- Review the reports for accuracy, and approve when all requirements are met.
- If necessary, consult with the appropriate staff members to ensure their completion.
Staff Training:
- Train staff on purchasing requirements and using our purchasing tool.
- Occasionally train full-time personnel on general business office functions.
Other Duties as Assigned