Office Specialist - Opt 1 (Upward Mobility Target Title) - Full-time / Part-time

Description of Duties/Essential Functions

Benefits

Supplemental Questions

Under general direction, this position is accountable for reviewing bid documents for compliance with CDB rules and the IL Procurement Code, verifying information is correct and have the appropriate signatures, reviewing post-award contract documents for ATP, administering bid openings by publically reading construction bids, approving bid scheduling on the CDB database, and serving as a liaison between the general public, other state agencies, contractors, engineers and architects in resolving discrepancies. 1. Reviews bid documents for compliance with CDB rules and the IL. Procurement Code; verifies documents have appropriate signatures; verifies Apprenticeship & Training and Delinquent Debt status; designates the status of each bid ; establishes contractor bid file with necessary documentation, assigns construction contract number; drafts and mails Notice of Award letters and other necessary documentation to contractors; enters data on the CDB accounting system database; checks the status of corporations and limited liability companies by ensuring they are in good standing with the Office of the Secretary of State. Distributes waivers for signatures from the Procurement Policy Board and ensures documentation is returned for CDB records. 2. Reviews post-award contract documents for ATP for compliance with CDB rules, and certifies appropriate signatures, qualified bonding, insurance, disclosure form, apprenticeship certification and Substance Abuse Prevention Plans. Routes contracts to be reviewed and approved by appropriate CDB staff and User Agencies; coordinates post-award compliance efforts by other CDB units; drafts and distributes ATP for contractor and distributes copies to appropriate parties. 3. Administers bid openings by publicly reading construction bids, each separated and announced by specialty (electrical, plumbing, ventilation, etc.); ensures and certifies that bids and any modifications are received by set deadline. Distributes written bid results to A/E and other companies as requested; posts results on CDB database. Receives bid opening results from other CDB bid offices and reviews for completeness and accuracy 4. Approves bid scheduling on CDB database and ensures project receives appropriate approvals from other CDB divisions; prints Cognos screens showing bid openings; types construction bid tabulations; drafts and mails letters to rejected bidders; reviews bid security checks. 5. Serves as a liaison between the general public, other state agencies, contractors, engineers, and architects in resolving discrepancies and responding to inquiries and explaining CDB policy and procedures regarding the bid process. 6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Requirements:

Requires knowledge, skill, and mental development equivalent to two years of secretarial/business college and one year of office experience or completion of high school and three years of office experience or three years of independent business experience. Requires extensive knowledge of office practices and procedures. Requires extensive knowledge of composition, grammar, spelling and punctuation. Requires extensive knowledge of arithmetic computations. Requires extensive knowledge of manual and automated office equipment. Requires working knowledge of agency programs, rules and regulations. Requires ability to apply human relations skills in interaction with management, individuals at state agencies, the construction communicty and general public. Prefers working knowledge of computer program applications. Prefers working knowledge of CDB policy, procedures and policy requirements.

Work Hours & Location/Agency Contact:

Work Hours: Monday -- Friday 8:30-5:00 (Flexible & 9 Day Schedule available) Location - 401 S. Spring St. 3rd Floor Wm G. Stratton Office Building Springfield, IL 62706 Agency Contact: Heather Humphrey Personnel Administrator Capital Development Board Third Floor, Wm. G. Stratton Building 401 S. Spring St., Springfield, IL 62706 217-782-7222 Fax 217-524-0565 heather.humphrey@illinois.gov

How to Apply:

Click Here for Applicant Information and Grading Procedures This position requires a current grade from Central Management Services (CMS), Division of Examining and Counseling, to be deemed qualified and available for employment consideration. For more information, please refer to the Work4Illinois website at Work.Illinois.Gov and select 'Application Procedures'. Additional information may also be obtained from the Agency Contact listed above or by contacting CMS, Division of Examining and Counseling at Work4Illinois@Illinois.gov or (217) 782-7100, (217) 785-3979 (TDD/TTY), (800) 526-0844 (TTY Only). -Current State Employees: Submit a Notice of Interest in Vacancy/Bid Form and CMS 100 Employment Application to the Agency Contact above. Faxed applications/bids are accepted. A separate Bid form AND Application is required for each Posting/Bid ID or your bid will be rejected. Current state employees seeking a promotion should also submit a CMS 100B Promotional Application to CMS (address found in upper right corner of CMS 100B form). If you are a current State employee wishing to transfer to the same title or a lower title previously held, you must submit an Employee Transfer Request form. If no Employee Transfer Request form is submitted, you will not be considered for the position. Non-State of Illinois Employees: Refer to the instructions under "How to Apply." Additional Documentation for Office Specialist: Option 1 - General Class Specification Additional Title and Exam Information Test Information Guide These documents are in PDF format and can be viewed using Adobe Reader . NOTE: Salary amounts shown are only to be used as a guide; actual salary will be determined at the time of hire based on current salary plans and/or collective bargaining agreements, if applicable.