Procurement and Contracts Analyst

Teachers' Retirement System of the State of Illinois • Springfield, IL

5d • $61,977 - $96,684

About The Position

It is inspiring to work in an organization where individuals are deeply committed to the mission and values that drive our success. We are dedicated to delivering expert pension service to Illinois public educators as they earn their promised retirement security. Under the supervision of the Purchasing Manager, the Procurement & Contracts Analyst assists with determining and administering agency procurement policy and functions. The analyst also serves as a liaison between agency departments, the Purchasing Manager and the Procurement and Contract Committee. This position works closely with TRS departments to understand their purchasing needs, provide guidance throughout the procurement process, and ensure all purchases comply with applicable statutes, rules, and policies. The role also assists the Purchasing Manager with the preparation and administration of Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Requests for Quotations (RFQs), including activities related to drafting, solicitation, evaluation, and bidder selection. The incumbent must remain current on laws, rules and policies. This position also assists with the review of travel requests and provides clarification on travel policies and procedures.

Requirements

• Ability to analyze and interpret data
• Strong analytical skills
• Strong problem-solving skills
• Strong interpersonal skills with the ability to communicate effectively with staff, vendors, and leadership
• Effective written and verbal communication skills
• Excellent judgement and decision-making abilities
• A bachelor’s degree in accounting, finance, business administration or related field, preferably with courses in public or business administration OR four (4) years of relative professional experience in lieu of a degree
• Requires up to two (2) years of professional experience with increasing responsibility in a public or business organization, preferably within procurement.

Nice To Haves

• Public sector procurement experience is preferred
• 1-2 years of experience with the following: Requests for Proposals (RFPs), Invitations to Bid (ITBs), Requests for Quotation (RFQs), purchasing functions, cooperative purchasing and experience drafting contracts is preferred

Responsibilities

• Perform primary purchasing functions, including converting approved requisitions into purchase orders, placing orders with vendors, and resolving purchasing discrepancies.
• Coordinate purchases with departments prior to purchase requests, ensuring needs are clearly defined, appropriate sourcing methods are identified, and proposed purchases align with applicable statutes, rules, and TRS policies; provide guidance on requirements and procurement options.
• Provide ongoing support to departments throughout the procurement cycle, including answering process questions, guiding users through procurement requirements, and assisting with procurement-related issues as they arise.
• Assist in drafting and routing contracts for appropriate approvals and signatures; negotiate with vendors and suppliers; and collaborate with the Legal Department to ensure contract approval and completion.
• Assist in the preparations of Request for Proposals (RFPs), Invitations to Bid (ITBs) and Requests for Quotation (RFQ) and support the selection of qualified bidders.
• Review bids and quotations, negotiate, and award contracts.
• Serve as the primary backup to Purchasing Manager in compiling meeting packet and leading the Procurement and Contract committee meeting.
• Maintain current knowledge of rules and policies affecting assigned areas, including TRS policies and procedures as well as the rules and policies of the Illinois Office of the Comptroller and Governor’s Travel Control Board.
• Initiate credit card usage when necessary.
• Partner with the TRS Accounting department to resolve vendor invoice discrepancies.
• Assists in travel‑related tasks, including reviewing travel requests and clarifying travel policies and procedures.
• Assists in maintaining and updating the TRS Signatory Authorization Matrix.
• Maintain effective working relationships with staff and vendors.
• Provide information and documentation to internal and external auditors as required or requested.
• Prepare various reports relating to purchasing.
• Perform other duties as assigned.

Benefits

• TRS is an agency of the State of Illinois. As such, full and part-time employees are eligible for the State of Illinois comprehensive benefits program which includes medical, dental and vision coverage.
• All employees participate in the TRS retirement pension plan and have the option to contribute to additional State of Illinois deferred compensation plans.
• The TRS pension plan is a reciprocal system to other state and local pension plans (SERS, SURS, IMRF, etc.)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level