What are the responsibilities and job description for the Assignment Coordinator (Executive I) position at State of Illinois?

Agency : Department of Innovation and Technology

Class Title : EXECUTIVE I - 13851

Skill Option : None

Bilingual Option : None

Posting Date : 02 / 05 / 25

Closing Date / Time : 02 / 20 / 2025

Salary : Anticipated Starting Salary : $5,703 / Monthly Full Range : $5,703-$8,170 / Monthly

Job Type : Salaried

Category : Full Time

County : Sangamon

Number of Vacancies : 1

Plan / BU : RC062

This position is a union position; therefore, provisions of the relevant collective bargaining agreement / labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 44561

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as the Assignment Coordinator who will manage, coordinate, and oversee statewide procurement processes for all procurement actions. The position will track contracts and assign contract actions, in addition to acting as a liaison for FOIA and audits. This position provides a great opportunity for someone who is committed to ensuring that the Department’s procurement activities occur in the most efficient, effective manner possible. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including :

Competitive Group Insurance benefits including health, life, dental and vision plans.

Flexible work schedules (when available and dependent upon position)

10 -25 days of paid vacation time annually (10 days for first year of state employment)

12 days of paid sick time annually which carryover year to year

3 paid personal business days per year

13-14 paid holidays per year dependent on election years

12 weeks of paid parental leave

Pension plan through the State Employees Retirement System

Deferred Compensation Program – voluntary supplemental retirement plan

Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)

Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link : https : / / www2.illinois.gov / cms / benefits / Pages / default.aspx

Essential Functions

Under direction, serves as the Assignment Coordinator in the Information Technology Procurement Office (ITPO) for the Department of Innovation & Technology (DoIT) organizing, planning, executing, controlling, and evaluating the preparation of solicitation for bid documents and processes procurements in the e-Procurement system.
Monitors, reviews, and maintains Information Technology Procurement Office SharePoint site, other contract tracking systems, and related spreadsheets.
Conducts extensive and complex research on behalf of the Procurement Office for required and requested reports, projects, audit inquiries, and Freedom of Information Act (FOIA) requests.
Serves as a procurement specialist completing procurement actions in the portfolios by receiving procurement assignments from staff and reviewing to verify completion of procurement actions.
Keeps abreast of new developments in the Information Technology field by continuing education through attending meetings, training sessions, seminars, and conferences to increase familiarity with and remain current on products, vendors, techniques, and procedures.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with coursework in business or public administration.

Requires one (1) year of responsible administrative experience in a public or business organization.

Specialized Skills

Requires one (1) year of professional experience preparing solicitation documents, conducting procurements in an e-Procurement system, evaluating bids and proposals, creating, and executing contract documents, and processing and tracking a large number of procurements in a public or business organization.

Requires one (1) year of professional experience with procurement operations, processes, and procedures in a public or private organization.

Requires one (1) year of professional experience conducting extensive and complex research for required and requested reports and projects.

Preferred Qualifications

One (1) year of professional experience preparing solicitation documents, conducting procurements in an e-Procurement system, evaluating bids and proposals, creating, and executing contract documents, and processing and tracking a large number of procurements in a public or business organization.

One (1) year of professional experience with procurement operations, processes, and procedures in a public or private organization.

One (1) year of professional experience conducting extensive and complex research for required and requested reports and projects.

One (1) year of professional experience running reports from BidBuy or similar electronic procurement systems, SharePoint, or similar contract tracking systems.

One (1) year of professional experience serving in a liaison capacity for a public or business organization including audit inquiries and Freedom of Information Act (FOIA)

One (1) year of professional experience with SharePoint and creating databases.

Ability to analyze administrative problems and adopt an effective course of action to resolve.

Ability to develop and maintain cooperative working relationships.

Developed verbal and written communication skills.

Ability to analyze data logically and exercise sound judgement in defining and evaluating problems of an operational or procedural nature.

Conditions of Employment

NOTE : Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.

Requires the ability to verify identity.

Requires employment authorization to accept permanent full-time position with the State of Illinois.

Requires the ability to pass a position specific, agency required background check.

Requires self-disclosure of criminal history.

Requires the ability to work outside of normal hours to meet deadlines.

Per Executive Order 2018-07, engagement with Business Enterprise Program (BEP) contractors and subcontractors and support for the goals of the BEP program and the Fair Contracting Task Force.

Requires the ability to lift and carry objects or equipment weighing up to 20 pounds. This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.

Requires adherence to the revolving door restrictions outlined in 5 ILCS 430 / 5-45. Consequently, employees should be aware that in the event of receiving a non-State employment offer during state employment or within one year immediately following the termination of State employment, they are required to inform the Office of the Executive Inspector General (OEIG) for the Agencies of the Illinois Governor before accepting such non-State employment. Failure to notify the OEIG may result in the imposition of a fine.

Requires compliance with the provisions outlined in section 4A-101 of the Illinois Governmental Ethics Act, necessitating the occupant of this position to file of a Statement of Economic Interest. Pursuant to the Illinois Governmental Ethics Act (5 ILCS 420 / 4A et seq.), specific state officials and employees are required to annually submit Statements of Economic Interest to the Office of the Secretary of State, which will be accessible to the public for examination and copying. Employees subject to this requirement must also file a Supplemental Statement of Economic Interest with the Executive Ethics Commission, as specified in Executive Order 15-09. Failure to submit these statements in a timely manner may result in fines and penalties.

The conditions of employment listed are incorporated and / or related to any duties included in the position description.

Work Hours : Monday-Friday 8 : 30am-5 : 00pm

Work Location : 120 W Jefferson St Springfield, IL 62702-5170

Agency Contact : Brittany Vespa

Email : Brittany.Vespa2@Illinois.gov

Posting Group : Leadership & Management

Revolving Door :

Certain provisions of the revolving door restrictions contained in 5 ILCS 430 / 5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.

Statement of Economic Interests :

This position is subject to Statement of Economic Interests filing as required by the Illinois Governmental Ethics Act.

This position DOES contain “Specialized Skills” (as that term is used in CBAs).

The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.

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

Salary : $5,703 - $8,170

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