Agency: Department of Military Affairs Salary:  Anticipated Starting Salary $3,626 monthly; Full Range $3,626 - $7,776 monthly.  
Job Type: Salaried Full-Time
County:  Sangamon  
Number of Vacancies: 1  
Plan/BU: MS-24

Directorate/Wing:  State Procurement

Work Location: Camp Lincoln - 1301 N. MacArthur Blvd., Springfield, IL 62702

Schedule: 7.5 daily, M-F

Hours: 8 am - 4 pm (1/2 hr paid lunch) Can vary based on mission requirements

Date Posted: 6/17/2024

Last Day to Apply: 7/5/2024

BID NOTICE #: 39047

****A RESUME IS REQUIRED FOR THIS JOB POSTING****

Please attach a DETAILED Resume/Curriculum Vitae (CV), a copy of your transcripts or diploma for all degrees earned, and a copy of any applicable professional licensures to the MY DOCUMENTS section of your application. Please note that the Department of Military Affairs must verify proof of higher education for any degree earned (if applicable) before any offer can be extended.

You will also need to furnish proof of your Illinois National Guard military service. Illinois National Guard members currently serving should provide a memo from their command showing dates and status. Retired/inactive members should provide their NGB22 and/or DD214. These documents can be uploaded in the application.

You WILL NOT be considered for the position if you attach a CMS100, CMS100b, FM 115 or any other document in lieu of a Resume or CV.

Essential Function 1
30% This position coordinates procurement activities for the Illinois Army National Guard (ILARNG).

• Coordinates routine and complex procurement activities for the ILARNG entities with the Construction & Facilities Management Office (CFMO) – Facility Management (FM) Branch and the Master Cooperative Agreement appendices as authorized by the APO.
• Prepares an array of procurement documents including department requisitions, contracts, purchase orders, specifications, formal bid requests, reports and other procurement documents for goods and services. Utilizes BidBuy and SAP for procurement activity workflow.
• Ensures procurement activities are completed in a timely manner on behalf of the ILARNG and in accordance and conformity with budgetary appropriations and the procurement regulations of the agency State and Federal governments, as well as the authorizations, procedures, and guidance issued by centralized purchasing division of the Department.

Essential Function 2
25% Performs procurement analysis for the ILARNG.

• Gathers necessary data and conducts research analysis to prepare detailed specifications for the acquisition of supplies, equipment, and services for the ILARNG entities through the CFMO – FM Branch and the Master Cooperative Agreement appendices as authorized by the APO.
• Documents, monitors, and tracks building, and site improvements, and fixed/moveable equipment. Responsible for the preparation of the quarterly C-15 “Agency Report of State Property” in accordance with the Statewide Accounts Management System (SAMS) procedures. Tracks the total cost of State property, by category, reflected on the agency's records as of the reporting date and reconciles the beginning balance of State property to the ending balance in SAP. In this role, assists the CFO with the preparation of the agency’s GAAP packages.
• Secures information pertaining to the condition, quality, and quantity of items or services needed to fully support the ILARNG organizational requirements when identified through emergent or routine methods.
• Provides substantiating documentation and historical records for ILARNG procurement activities.

Essential Function 3
15% Coordinates procurement practices, procedures, and problem resolution for the ILARNG.

• Confers with the various ILARNG officials, the APO, and (when necessary) the servicing entity regarding procurement practices; adapting to changing policies or guidance when required.
• Implements local procedures within the CFMO – FM Branch to ensure procurement activities are conducted as specified by State and Federal law, policy, rule, and regulation.
• Identifies issues or concerns pertaining to any facet of the procurement process; informs the affected entity and works to mediates or mitigates issues through problem resolution.

Essential Function 4
10% Implements best practices and lessons learned to prevent future issues or concerns with the related to local procurement activities.

Essential Function 5
10% Maintains and assists with the maintenance of purchasing records to stay up to date with the current CMS Master Contracts and Joint Purchasing Agreements for the ILARNG.

Essential Function 6
5% Composes correspondence relating to the purchases, claims for payment, or related matters to affected vendors, departments, or entities.

Essential Function 7

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

Minimum Qualifications
1. Requires knowledge, skill, and mental development equivalent to the completion of 4 years of college with course work in accounting, business administration, finance, or a related field in conjunction with one year of professional experience in technical accounting for a related field, or a master’s degree in a related field.
2. Requires working knowledge of Microsoft Office Suite (e.g., Word, Excel, Outlook, Teams, PowerBI, Access, etc.)

3. Requires working knowledge of State and Federal laws, regulations, and rules pertaining fiscal management.

4. Requires the ability to effectively communicate with representatives of Military Affairs, the Illinois National Guard, contractors, environmental agencies, material suppliers, etc.
Preferred Qualifications
1. Prefers a working knowledge of grades of supplies used by state agencies, elementary bookkeeping, and the ability to establish, and maintain public contracts.
2. Prefers the ability to prepare reports and maintain records in written and digital formats.
3. Prefers the ability to establish accounting methods and techniques.

Employment Condition
1. Requires active or retired (20 years) membership in the Illinois National Guard or retired (minimum 20 years) US Armed forces, if last duty assignment was with the Illinois National Guard.
2. Requires the ability to pass a DoD background investigation and obtain a DoD Common Access Card (CAC) prior to hire or transfer.
3. Requires limited travel within the normal workday hours.
4. Requires the ability to lift and carry moderate-weight boxes, supplies, and equipment less than 60 lbs.
5. Requires a valid driver’s license in the appropriate classification as required by law.

Work Hours: 8 am - 4 pm (1/2 hr paid lunch) Can vary based on mission requirements
Work Location: 1301 N MacArthur Blvd Springfield, IL 62702-2317
Job Function:  Public Safety; Fiscal, Finance & Procurement

Agency Contact: Megan Layendecker

Email: DMA.StatePersonnelHROffice@illinois.gov

Phone #: 217-761-3808

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

*NOTE: The Department of Military Affairs does not discriminate against any individual because of his or her race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, or unfavorable discharge from military service in connection with employment, real estate transactions, access to financial credit, and the availability of public accommodations in compliance with the Illinois Human Rights Act, the Illinois Constitution, Title VI of the 1964 Civil Rights Acts, Section 504 of the Rehabilitation Act of 1973, as amended, and the U.S. Constitution. The Equal Employment Opportunity Office is responsible for compliance and may be reached at 217/557-5667.

Department of Defense (DOD) background check and receipt of a DOD Common Access Card (CAC) is required for this position.