CONTRACT COORDINATOR

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 7 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual for the Executive 1 position serving under the Agency Procurement Officer within the Office of Finance and Administration. The individual will assist the APO in facilitating the contracting of all services, commodities and equipment required by the Department of Public Health to carry out its mission. We welcome all qualified candidates to apply today.

Job Responsibilities

1. Under direction of the Agency Procurement Officer (APO), performs contracting functions for a wide variety of services, commodities, and equipment for the Agency in the centralized fiscal unit for the Office of Finance and Administration requiring the ability to work overtime at various times outside of normal office hours to meet deadlines. Reviews contract requests from various units within the Agency for compliance with established procedures and for completeness of description of services, equipment, or commodities. Prepares purchase specifications/requisitions and seeks approval in Bid Buy system.
2. Manages, creates, and processes all documents related to DPH contracts. Prepares requisitions for the procurement of equipment, supplies, and services in a timely fashion ensuring the purchases bring the best value to the Agency. Prepares Requests for Proposals, Invitation for Bids, Quotes, Orders of Master Contracts, and Requests for Information solicitations to procure various goods and services according to contract specification requests. Assists with the evaluation of proposals received from vendors, negotiating with vendors and contract creation. Utilizes the Illinois Bid-Buy system and other accounting systems. Engages with Business Enterprise Program (BEP) contractors and subcontractors and provides support for goals of BEP program and the Fair Contracting Task Force per Executive Order 2018-07.
3. Completes contracts using various templates provided by the CPO’s office. Negotiates contract specifics with all required parties including but not limited to agency legal staff. Works with vendor on completing additional paperwork to accompany contract.  Seeks contract signatures and additional approvals for contracts over $250,000. Ensures that all contracts are filed with the Comptroller.
4. Amends, renews, updates all contracts as requested. Utilizes procurement system to seek approval on amendments, renewals, change orders, or novation’s. Completes required documents and seeks necessary approvals and signatures. Works with staff for filing with Comptroller.
5. Maintains contracts and procurements report on a weekly basis. Ensures all contracts are executed and filed with the Comptroller. Monitors contracts for renewal deadlines and starts renewal process according to internal guidelines. Attends weekly meetings to review procurement and contract activity with SPO and staff. Prepares reports regarding statistics and spending of activities. Monitors and reports workflow and various other issues and identifies solutions.
6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications 1

• Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with coursework in business or public administration.
• Requires one year of responsible administrative experience in a public or business organization, or completion of an agency approved professional management training program.

Preferred Qualifications

• One year of experience creating, revising and utilizing complex documents.
• One year experience multi-tasking, prioritizing and tracking the progress of numerous contracts simultaneously.
• One year of professional experience meeting deadlines with strong attention to detail.
• One year of professional experience implementing and interpreting departmental policies and procedures.
• One year of professional experience developing and maintaining cooperative working relationships internally and externally, with community organizations, federal, state and local governments.
• One year of professional experience interacting and communicating in oral and written form to provide instructions, to obtain necessary information, and to request required documentation.

Conditions of Employment

• Requires the ability to engage with Business Enterprise (BEP) contractors and subcontractors to support the goals of BEP and Fair Contracting Task Force.
• Requires ability to pass an agency conducted background check.
• Requires ability to work overtime at various times outside of normal office hours to meet deadlines.