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TECHNICAL MANAGER III - BUSINESS RESOURCE COORDINATOR - IPR#47387

Illinois Department of Transportation *
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Location: Springfield, IL, US, 62764

Job Requisition ID: 38681

TECHNICAL MANAGER III - BUSINESS RESOURCE COORDINATOR - IPR#47387

Agency : Department of Transportation
Closing Date/Time: 06/24/2024
Salary: $4,908 - $8,544 Monthly

Anticipated Starting Salary: $4,908 - $6,408 Monthly
Job Type: Salaried
County: Sangamon
Number of Vacancies: 1
Plan/BU: Teamsters Pro-Tech 916

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.

Agency Mission Statement:

The Illinois Department of Transportation is seeking to hire a Business Resource Coordinator.

The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.

Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.

The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:

  • Monday-Friday work schedule
  • Flexible work schedules are available in many program areas.
  • Health, Life, Vision, and Dental Insurance
  • Pension Plan
  • (10) Weeks paid Maternity/Paternity Leave
  • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
  • Employees earn (12) paid Sick Days annually.
  • New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
  • Employees earn (3) paid Personal Days annually.
  • (13-14) paid holidays annually (based on start date)
  • Tuition Reimbursement
  • Employee Assistance Program and/or mental health resources

We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.

Job Responsibilities

This position is accountable for monitoring budget and finance activities within the Bureau of Personnel Management (BPM) to allow for increased use of resources and operational efficiency.

Annual Budget: +/- $8,300,000
Bureau Staff: +/- 60

This position reports to the Administrative Support Services Section Manager. There are no subordinates reporting to this position.

This position operates within a service environment and provides support to BPM staff. This position is accountable for analyzing and monitoring the BPM operational budget as allocated by the Bureau of Budget and Fiscal Management. As a result of the department’s budget constraints, maximum utilization of resources is extremely important. Close monitoring of expenditures is necessary to identify expenditures which may exceed planned levels. The incumbent communicates regularly with BPM management concerning problem areas requiring action. This requires the incumbent to be organized and well versed in the rules governing budgeting practices and accounting procedures. The incumbent must maintain confidentiality and professionalism, and communicate appropriately with all levels of department employees. Due to the diversity of the administrative functions required of this position, the incumbent must be fully knowledgeable of all regulations involving budgeting practices, accounting procedures, and procurement rules. The incumbent must remain organized at all times to ensure strict deadlines are met.

Typical problems include identifying budgetary needs, detecting budget problems early and recommending remedial actions, and ensuring vendor invoices are accurately paid in an expeditious manner. The greatest challenge to this position is to maximize the utilization of the BPM budget by effectively procuring services and materials and monitoring budgeted financial resources.

Job Responsibilities continued

In conjunction with BPM management, this position coordinates the BPM budget requests, evaluates budget submittals, and presents a proposed budget to the Administrative Support Services Section Manager for approval. The incumbent prepares timely and accurate reporting of budgetary information, monitors and analyzes resource utilization information to project future spending, identifies areas of possible overspending, and coordinates fund transfers with the Bureau of Budget and Fiscal Management. The incumbent serves as liaison between the BPM and Bureaus of Budget and Fiscal Management and Business Services, and maintains existing reporting systems. This position ensures efficient budget resource management. The incumbent reviews vendor invoices for accuracy and coordinates their approval and payment. This position is responsible for preparing orders for BPM supplies. The incumbent monitors the BPM's stock of supplies and works closely with staff to ensure they have the supplies and equipment they need to perform their duties effectively. This position works with the Bureau of Business Services to procure and monitor necessary contracts for services and materials. The incumbent assists BPM staff with appropriate travel arrangements and approves and processes the paperwork for them to be reimbursed. This position procures and coordinates the hire of temporary workers for the department. The incumbent monitors telecom bills and coordinates equipment for BPM staff. The incumbent monitors office printers and retains the necessary supplies and maintenance for them. The incumbent serves as record retention coordinator for the Administrative Support Services Section and is responsible for managing the retention of records according to policy. The incumbent completes an annual equipment inventory for the BPM. This position contributes to a team environment within the Administrative Support Services Section, assisting staff with special projects as necessary.

The incumbent is given general latitude to work independently to accomplish routine responsibilities and to apply policies and procedures in the responsible areas. The incumbent is governed by departmental budgeting practices, the Office of the Comptroller’s accounting procedures, the Illinois Purchasing Act, and record retention schedules. Matters of a sensitive or non-routine nature are referred to the Administrative Support Services Section Manager with recommendations for resolution.

Internal contacts include the BPM staff as well as staff within the Bureaus of Budget and Fiscal Management and Business Services. External contacts are maintained with vendors.

The effectiveness of this position can be measured by the incumbent’s ability to maximize the utilization of the BPM budget, ensure accurate and timely payment of invoices, and maintain supplies for the BPM. Professionalism, confidentiality, and strong communication skills are necessary in order to be effective in this position.

Principal Accountabilities

1. Coordinates the BPM budget requests to ensure needs are properly identified. Conducts analyses of BPM expenditures, programs, and procedures to improve utilization of budget resources.
2. Reviews vendor invoices for accuracy and coordinates their approval and payment. Resolves vendor discrepancies.
3. Monitors accounting functions to ensure invoice payment practices are adhered to.
4. Orders and maintains supplies for the BPM.
5. Procures services and materials for the BPM.
6. Serves as record retention coordinator for the Administrative Support Services Section.
7. Completes an annual equipment inventory for the BPM.
8. In the completion of functions, serves as a resource for staff. Ensures responses are given in a timely and accurate manner.
9. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
10. Performs other duties as assigned.

Qualifications

Position Requirements

  • Education/Experience
  • Completion of a bachelor’s degree majoring in business administration or accounting, OR
  • Completion of two years of college plus two years of experience managing a budget, procuring services or materials, or a combination thereof, OR
  • Six years of experience in managing a budget, procuring services or materials, or a combination thereof.
  • Successful completion of a background screening.

Position Desirables

  • Working knowledge of Microsoft Office software, specifically Outlook, Word, and Excel
  • Working knowledge of the Fiscal Operations and Administration (FOA) System and Statewide Accounting Management System (SAMS)
  • Effective oral and written communication skills with the ability to compose professional emails, memos, and letters
  • Ability to organize and handle multiple functions in a fast-paced environment within given time constraints
  • Ability to interact with employees in a professional manner and assist them with services
  • Ability to maintain professional and harmonious relationships with employees, vendors, and the general public

*If you meet the qualifications for this position, please follow the link and apply today! https://illinois.jobs2web.com/job/Springfield-BUSINESS-RESOURCE-COORDINATOR-IL-62764/1176472600/

Work Hours: 8:00 AM - 4:30 PM Monday-Friday
Work Location: 2300 S Dirksen Pkwy Springfield, IL 62764-0001
Office: Office of Finance and Administration/Bureau of Personnel Management

*If you have questions about the Job Responsibilities or Qualifications, please reach out to the Agency Contact listed above

*If you have questions about the application process, please reach out to DOT.Recruitment@Illinois.gov