Job Details for Financial & Procurement Specialist
| Court Name/Organization | Illinois Northern Probation Office |
| Overview of the Position | The U.S. Probation Office in the Northern District of Illinois is currently recruiting for a full-time Financial & Procurement Specialist. The Financial and Procurement Specialist performs and coordinates administrative, technical, and professional work related to finance, accounting, procurement, budget, property management, and space and facilities. Incumbent performs accounts payable and reviews the accuracy of monies received and disbursed by the agency, processes financial transactions, and maintains required records in accordance with to U.S. Probation Office policies and approved internal controls. The Financial and Procurement Specialist performs duties which ensure the Probation Office is supplied with the materials, equipment, and services to function optimally. Incumbent performs activities which include preparing specifications, negotiating service contracts, and preparing purchase orders. |
| Location | Chicago, IL |
| Opening and Closing Dates | 12/23/2024 - Open Until Filled |
| Appointment Type | Permanent |
| Classification Level/Grade | CL 26 |
| Salary | $58,977 - $73,104 |
| Announcement Number | 24-05 |
| Link to Job Announcement | |
Position Description
- Perform accounts payable duties. Assist in maintaining, reconciling, and reviewing accounting records. Maintain and review the accuracy and accountability of monies received, deposited, transferred and disbursed by the Probation Office.
- Assist with monitoring of daily fund balances, reprogramming and transferring funds as necessary and appropriate.
- Assist in the development of budget estimates to fund all operating costs of the court unit. Presents budget requests to court unit executive and submits amendments and other supplemental information as required.
- Adhere to appropriate internal controls for disbursement, transfer, recording, and reporting of monies. Assist with oversight of financial operations to ensure compliance with internal controls, policies, and procedures.
- Receive, review, and process travel vouchers from probation staff. Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Communicate with individuals in the office to respond to questions, problems, or insufficiencies with voucher submissions and the status of payment of vouchers.
- Adhere to the Guide to Judiciary Policy and Judiciary Procurement Program Procedures for procurement practices and all financial and accounting duties and responsibilities. Assist with oversight of financial operations to ensure compliance with internal controls, policies, and procedures while assuring that separation of duties between procurement and financial responsibilities are strictly adhered to.
- Assist in the preparation, update, examination, and analysis of a variety of regular and non-standard reports as requested by the Probation Office, Administrative Office, U.S. Treasury, financial institutions, or other organizations/agencies.
- Work closely with other Budget & Procurement department member(s).
- Assess requests for goods and services, ensuring they are allowable under limitations, restrictions, and policies. Verify that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track certain expenditures.
- Identify and maintain lists of vendors and sources of supply for goods and services. Assist in the research and evaluation of suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities, as well as their reputation and history.
- Draft specifications, solicitations, and requests for qualifications/proposals. Research products and equipment. Draft product/equipment specifications. Assist in obtaining and reviewing competitive bids, quotes, and proposals from vendors and contractors. Discuss evaluations and review with requesters, subject matter experts, and management.
- Procure authorized supplies, equipment, services, and furnishings from government and nongovernment sources through new contracts, competitive bids, or existing government contracts.
- Assist with property management, and space & facilities issues and projects, including but not limited to, office repairmen and similar. When appropriate, refer maintenance and repair problems to designated office staff or building management. Escort vendors and contractors in office space, if necessary.
- Assist with the Procurement procedures for Treatment Services. Quarterly prepare and amend itemized purchase orders. Log and track monthly expenditures onto a spreadsheet.
- Perform other duties as assigned.
Qualifications
- Applicant must be a U.S. citizen or provide documentation proving eligibility to work in the United States.
- High school graduation or equivalent. Completion of a bachelor’s degree from an accredited college or university in a closely related field is preferred but not required.
- At least two years of specialized experience. Specialized experience is progressively responsible experience in at least one of the functional areas of finance management or procurement administration that provided knowledge of the rules, regulations, and terminology of the area of finance management or procurement administration.
- The candidate must have strong verbal and written communication skills, excellent customer service skills, and be computer literate, including proficiency with Microsoft applications, Adobe Acrobat and other basic computer software programs.
- A proactive and collaborative team attitude, attention to detail, and a willingness to adapt to a changing work environment are essential to maintain the Court’s quality standards.
The individual selected must understand and abide by the rules, policies, and regulations of the Court.
Employee Benefits
- Up to 13 days paid vacation per year for the first three years of employment, thereafter, 20 to 26 days per year, dependent upon the length of federal service.
- 11 paid holidays per year.
- Mandatory participation in the federal retirement system and social security program.
- Thrift Savings Plan –Employer matching up to an additional 5% of employee contribution
- Health, Dental and Vision Insurance
- Flexible Spending program for health and dependent care
- Commuter reimbursement program
- Group life insurance program
- Possible participation in Federal Public Service Loan Forgiveness Program
- Employee fitness center on-site.
Miscellaneous
- Perform accounts payable duties. Assist in maintaining, reconciling, and reviewing accounting records. Maintain and review the accuracy and accountability of monies received, deposited, transferred and disbursed by the Probation Office.
- Assist with monitoring of daily fund balances, reprogramming and transferring funds as necessary and appropriate.
- Assist in the development of budget estimates to fund all operating costs of the court unit. Presents budget requests to court unit executive and submits amendments and other supplemental information as required.
- Adhere to appropriate internal controls for disbursement, transfer, recording, and reporting of monies. Assist with oversight of financial operations to ensure compliance with internal controls, policies, and procedures.
- Receive, review, and process travel vouchers from probation staff. Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes. Communicate with individuals in the office to respond to questions, problems, or insufficiencies with voucher submissions and the status of payment of vouchers.
- Adhere to the Guide to Judiciary Policy and Judiciary Procurement Program Procedures for procurement practices and all financial and accounting duties and responsibilities. Assist with oversight of financial operations to ensure compliance with internal controls, policies, and procedures while assuring that separation of duties between procurement and financial responsibilities are strictly adhered to.
- Assist in the preparation, update, examination, and analysis of a variety of regular and non-standard reports as requested by the Probation Office, Administrative Office, U.S. Treasury, financial institutions, or other organizations/agencies.
- Work closely with other Budget & Procurement department member(s).
- Assess requests for goods and services, ensuring they are allowable under limitations, restrictions, and policies. Verify that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track certain expenditures.
- Identify and maintain lists of vendors and sources of supply for goods and services. Assist in the research and evaluation of suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities, as well as their reputation and history.
- Draft specifications, solicitations, and requests for qualifications/proposals. Research products and equipment. Draft product/equipment specifications. Assist in obtaining and reviewing competitive bids, quotes, and proposals from vendors and contractors. Discuss evaluations and review with requesters, subject matter experts, and management.
- Procure authorized supplies, equipment, services, and furnishings from government and nongovernment sources through new contracts, competitive bids, or existing government contracts.
- Assist with property management, and space & facilities issues and projects, including but not limited to, office repairmen and similar. When appropriate, refer maintenance and repair problems to designated office staff or building management. Escort vendors and contractors in office space, if necessary.
- Assist with the Procurement procedures for Treatment Services. Quarterly prepare and amend itemized purchase orders. Log and track monthly expenditures onto a spreadsheet.
- Perform other duties as assigned.
Application Info
You may apply by submitting the following as a single PDF document:
- Cover letter and resume
- Completed AO-78
- Copy of two most recent performance appraisals or include an explanation in the cover letter as to the reason you don’t have recent performance appraisals.
- This position requires you to complete the optional background information on the AO-78.
- List in the first paragraph of your cover letter how you found this position vacancy.
Complete applications should be submitted via e-mail to human_r_ilnp@ilnp.uscourts.gov by the closing date of this announcement. All application materials should be sent as a single PDF document. Please include the Position Announcement # and Position Title in the Subject line of the email. Save your document in the following format: Last Name, First Name. Failure to follow directions and/or submit a complete packet may disqualify you from consideration.
The federal Judiciary is an Equal Employment Opportunity employer.