Procurement Officer Assistant - Facilities & Services at University of Illinois in Urbana, Illinois

Job Description:

Procurement Officer Assistant - Facilities & Services




Facilities & Services




Job Summary

To process and monitor the procurement of material and services for Facilities and Services. Provide follow-up for units within the Facilities and Services department. Perform additional procurement duties which include ordering departmental supplies, record keeping, report creation and tracking.



Duties & Responsibilities

• Process purchase order requests for material and services placed by F&S personnel, which involves submitting both regular and standing Purchase Orders requisitions, contract requests for executing contracts, in the University Banner and eProcurement (iBuy) contracting system, reviewing quotes, contract terms and conditions, applying proper account coding, such as CFOAP, commodity, Banner and Property Accounting account codes to purchase requisitions in University and F&S Systems.
• Resolve purchase order and invoicing issues by reviewing invoices, purchase orders, communicate with requestors (F&S personnel), vendors, campus purchasing and university payables.
• Create Management Reports for review
• Process Banner Change orders according to the guidelines in the F&S and OBFS policy.
• Resolve any outstanding orders from AiM Obligation report and queries of purchase orders that will not auto close, in spend close status, and FSSQL Job Tracking reports (AiM Contractor & Vendor Catalog update)
• Assign and distribute Property Accounting tags (P-Tags), to necessary departments.
• Update vendor information as needed in the F&S web portal and in Banner by working with the Vendor Management Team at OBFS.
• Supervise temporary staff and students
• Attend & support vendor fairs and training.
  Support the Mission, Vision, Values and Guiding Principles of Facilities & Services.

Physical Demands

Sitting : Constantly

Additional Physical Demands

DIFFICULTY: A. Complexity
1. - Duties range from working with requestors to understanding and tracking transactions through various systems, finding discrepancies and correcting entries. There are constant deadlines and pressure to complete many orders and change order s or corrections daily. There is a constant need to have multiple programs open, which requires full attention to the process in order to complete tasks accurately.
2. - Ability to work with F&S Foreman and Supervisors to resolve issues on purchases.
B. Scope and Effect
1. The purpose of this position is to accurately process transactions for F&S personnel

PERSONAL RELATIONSHIPS:
A. Personal Contacts - Contacts are made by phone and in person with engineers, craftsmen, buyers, vendors, storekeepers, office personnel, and the faculty and staff of various departments within the U of I.
B. Purpose - Contacts are necessary for the exchange of information, performance of work-related tasks, and efficient job completion.

ENVIRONMENTAL DEMANDS:
A. Physical Requirements Tasks range from sedentary to light lifting, squatting, and stretching.
B. Work Environment Work is performed in an office setting adjacent to the warehouse. "In my daily contacts with co-workers, directors, supervisors, foremen and staff of Facilities & Services as well as various other campus entities, I will value, and support other employees and customers in a manner that helps ensure that everyone is treated with mutual respect. I will demonstrate my commitment to the F&S core values of diversity and inclusion by supporting opportunities for all F&S employees to reach their full potential."



Minimum Qualifications



1. Any one or any combination of the following, totaling six (6) months from the categories below:
A. Responsible work experience in fields that provide preparation for procurement work such as claim resolution, expediting, returned goods, and/or resolving billings.
B. 30 semester hours of college credit for course work in any field equals six (6) months.


NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications satisfy the above requirements.



Knowledge, Skills and Abilities

• Skill in executing proper telephone etiquette. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Basic knowledge of arithmetic and its application. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, spreadsheets, designing forms, and other office procedures and terminology. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Responsible work experience in fields that provide preparation for procurement work such as claim resolution, expediting, returned goods, and/or resolving billings. Analytical skill; job requires analyzing information and using logic to address work-related issues and problems. Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Attention to detail and accuracy is required. Ability to work independently and effectively. Ability to identify problems, reconcile transactions and resolve issues. Ability to perform detailed work involving written and numerical data. Ability to organize work patterns and establish priorities. Ability to take initiative, a willingness to take on responsibilities and challenges. Ability to work with others and skill in effective communication. Ability to operate & knowledge of standard software systems, including Windows, Microsoft Office Products. Working knowledge of F&S and U of I forms such as various Banner forms, iBuy, F&S web portal, & Aim. Working knowledge of the Banner Financial system and the forms generally used related to Travel & Expense Management (TEM), vendors and Purchase Orders. Knowledge of State Procurement laws and University Policies and Procedures. Working knowledge of intra-office and departmental activities. Ability to interact effectively with F&S personnel, customers, and suppliers. Ability to operate copy machine, fax, scanner and other office machines

Appointment Information


This is a 100% full-time Civil Service 0307 - Procurement Officer Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 10/28/2024. The previously determined range for this position is $45,000 to $55,000. Final salary offered will be determined by a thorough
assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.


For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .



Application Procedures & Deadline Information


Applications must be received by 6:00 pm (Central Time) on 9/30/2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Bryan Fijalkovich at fijalkov@illinois.edu. For questions regarding the application process, please contact 217-333-2137.


The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .


Requisition ID: 1026544
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

Apply Now