IT Procurement Administrator jobs in Springfield, IL

Job Responsibilities

This position is accountable for supervising staff, directing and coordinating the activities of staff who analyze information technology (IT) hardware/software requests and configure and procure the hardware/software. This position is responsible for preparing and publishing Invitation for Bid (IFB) or Request for Proposal (RFP) documents, writing IT Project Charters for new initiatives, and processing IT requests in Bidbuy. 

Number of projects:                300 requests for hardware/software purchased annually
Annual value:                          $15,000,000

This position reports to the Procurement and Contracts Section Chief. Reporting to this position are the Senior IT Procurement Analyst and IT Procurement Analyst. 

This position works in an environment that manages the procurement of a wide variety of complex IT consulting services, hardware, software, and support services solutions for the department. The procurements managed by this position will have a direct impact on the successful completion of sensitive and critical departmental functions and programs, either immediately, or long term. This position oversees the directing and coordinating of the procurement of IT hardware/software for the entire department. This involves supervising staff responsible for analyzing IT requests and configuring the proper hardware/software to meet the requester's needs. This position plans and develops budget issue papers and prepares management reports. 

One of the greatest challenges of this position is to ensure that IT requests are analyzed thoroughly and timely and that the proper hardware/software is purchased to meet the requestor's needs while adhering to stringent state procurement rules and regulations. 

The incumbent develops and publishes IFB/RFP's and follows the process through the award recommendation. The incumbent prepares IT Project Charters for new initiatives and submits for approval. The incumbent processes IT requests over $2,000 into the Bidbuy system for Chief Procurement Officer (CPO) approval. The incumbent facilitates fiscal control, serves as liaison with other departmental offices, provides interpretation and direction, directs and implements procedures and practices, and responds to audit inquires. The incumbent ensures that all hardware/software procurements are compatible with the department's existing environment, standards are met, and assures conformance with software licensing agreements. The incumbent prepares and tracks all required procurement documents through the department and CMS. 

Job Responsibilities Continued

Accountabilities are accomplished through the following staff: 

Senior IT Procurement Analyst who analyzes complex IT hardware/software, makes recommendations to users, solicits bids from potential vendors, prepares purchase orders, researches and evaluates new hardware/software, assists agency personnel in new technologies, assists in the departmental IT budget process, ensures departmental compliance with governing procurement laws, and coordinates analysis of state and federal legislative initiatives impacting IT related procurements. 

IT Procurement Analyst who analyzes requests for IT hardware/software, makes recommendations to users1 solicits bids from potential vendors, prepares purchase orders, solicits small purchases, researches and evaluates new hardware/software, assists agency personnel in new technologies, resolves accounting and shipping discrepancies, and maintains the product and vendor database. 

The incumbent has considerable latitude in accomplishing responsibilities. S/He is constrained by departmental policies and procedures as well as CPO policies, guidelines and statutes. Matters of an unusual nature are referred to the Procurement and Contracts Section Chief. 

Internally, the incumbent has daily contact with computer users and technical staff throughout the department. Externally, the incumbent has frequent contact with hardware and software vendors. Very infrequent statewide travel with overnight stays may be required. 

The effectiveness of this position can be measured by the incumbent's ability to procure IT hardware/software that meets the needs of the department while adhering to stringent procurement rules and regulations. 

Principal Accountabilities

1.    Provides complex IT hardware/software requests and ensures compatibility with existing environment.
2.    Tracks all required procurement documents through Bidbuy. Ensures conformance with software licensing agreements.
3.    Maintains IT hardware/software standards throughout the department.
4.    Prepares and publishes IFB/RFP's for procurements over $100,000 in Bidbuy.
5.    Creates IT Project Charter for new initiatives.
6.    Processes all IT requests over $2000 in Bidbuy.
7.    Provides all procurement codes, rules, and regulations for the department.
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 in business, economics, information technology, statistics, communications, or public administration; PLUS, three years of experience with procurement programs, IT contract administration, fiscal planning, procurement methodology, or a combination thereof; OR
• Eleven years of experience with procurement programs, IT contract administration, fiscal planning, procurement methodology, or a combination thereof

•    Valid driver's license
•    Very infrequent statewide travel with overnight stays

Position Desirables

•    Ability to implement policy within areas of assigned programs
•    Ability to develop and maintain effective working relationships among diverse groups of professional and technical personnel
•    Ability to plan, develop, implement and evaluate assigned departmental programs to attain assigned objectives
•    Effective oral and written communication skills
•    Familiarity with Bid buy