OBLIGATION & INVOICING MANAGER

Position Overview

The Illinois Department of Children and Family Services is seeking an organized, professional, and results oriented individual to serve as Obligation and Invoicing Manager.  Under direction, this position will plan, organize, execute, and control all aspects of the contract obligation process with the Illinois Comptroller for contracts managed by the DCFS Office of Procurement.  The position will resolve any conversion or Illinois Comptroller issues and ensure that the contract is in payable status.  This position will also monitor Deputy meetings and fiscal year spend plan for contracts managed by the Office of Procurement.  Additionally, the position will request, track, and monitor on all aspects of the invoicing process from order completion through Illinois Comptroller warrant issuance for all purchase orders and contracts managed by the Office of Procurement.  This position is a great opportunity for someone who is detail oriented and dedicated to ensuring the effective and appropriate implementation of agency procurement processes.  DCFS offers a competitive salary plan, excellent benefits, and a pension program.  The ideal candidate for this position will have excellent organizational skills, leadership capabilities, and the ability to multi-task.  We invite all qualified applicants to apply to join our innovative team to help make a difference in the lives of children and families.

Essential Functions

• Serves as Obligation and Invoicing Manager, plans, organizes, executes, and controls all aspects of the contract obligation process with the Illinois Comptroller for contracts managed by the DCFS Office of Procurement, including all amendments and the re-establishment of multi-year contracts
• Attends and monitors Deputy meeting and fiscal year spend plan for all contracts managed by the Office of Procurement
• Performs Contract Manager role for all contracts managed by the Office of Procurement by continuously monitoring and reporting on contract usage, spending, and availability of funds
• Interacts with vendors, third-party shippers, end users, Business Managers, and warehouse and facilities staff as applicable to request, track, file, process, and report on all delivery confirmations to ensure a three-way match between order, delivery confirmation, and invoice
• Requests, routes, tracks, processes, continuously monitors, and reports on all aspects of the invoicing process from order completion through Illinois Comptroller warrant issuance for all purchase orders and contracts managed by the Office of Procurement
• Performs other special projects for the Office of Procurement or other business units as needed, including but not limited to drafting, requesting, tracking, and processing additional documentation, approvals, or any other aspect or requirement of the procurement and invoicing processes
• 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 years of college, preferably with coursework in business or public administration
• Requires two years of responsible administrative experience in a public or business organization.

Specialized Skills

• Of the noted two years of experience, requires that the experience include managing or monitoring standard contract or purchase order documents;
• Requires one year of relevant budget and finance-related experience managing or processing invoices with appropriations/obligations and one year of experience working in a mainframe accounting system;
• Requires one year of contract budget analysis and one year of procurement contracting experience.

Preferred Qualifications

• 2 years of professional experience managing or monitoring standard contract or purchase order documents for a public or business organization.
• 1 year of relevant budget and finance-related experience managing or processing invoices in a public or business organization.
• 1 year of experience working in a mainframe accounting system in a public or business organization
• 2 years of professional experience in a public or business organization utilizing effective organizational, analytical, and written/oral communication skills.
• 2 years of professional experience in a public or business organization utilizing the ability to develop, install, and evaluate new and revised methods, procedures, and performance standards.
• 2 years of experience in a public or business organization utilizing computer skills, particularly in Excel and other Microsoft Office products (Outlook and Word).

Conditions of Employment

1. Requires ability to pass a background check.

2. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

About the Agency

DCFS is deeply committed to the welfare and protection of children.  Our goal is to protect children by strengthening and supporting families.  In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus.