Position Information
Posting Detail Information
Working Position Title Procurement Officer (2928) Classification Procurement Officer Position Number 00002928 Open Date 07/30/2026 Close Date 08/06/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Full-Time FTE 1.00 Position Status Regular FLSA Exempt Job code 0308 Union Representation Union Union Code AFC - AFSCME C, Local #1890 Unit/Department Materials Management College/Unit Campus Services Division Administration & Finance Location DB 117 C Link to Department Website or Custom Search Page https://www.niu.edu/facilities/materials-management/index.shtml
Position Summary, Requirements, and Qualifications
Position Summary, Requirements, and Qualifications
Overview
Northern Illinois University is a world-class, research-focused public institution that attracts students from across Illinois, the country and the world. NIU's vision is to be an engine for innovation to advance social mobility; promote personal, professional and intellectual growth; and transform the world through research, artistry, teaching and outreach. Our mission is to empower students through educational excellence and experiential learning as we pursue knowledge, share our research and artistry, and engage communities for the benefit of the region, state, nation and world.
Position Summary
The employee in this position is responsible for the preparation and completion of procuring materials for the MDC, trades and other departments as assigned. This includes procuring stock and special order items. Employee must be knowledgeable about procurement best practices and have construction knowledge and mechanical aptitude in order to assist forepersons in ordering specialized parts and equipment. Work requires the use of initiative and judgment in cooperating with vendors, repair technicians, trades, and other personnel to provide a timely flow of all materials and services in accordance with the needs of the university. The employee will need to complete the necessary work to allow orders to be correctly billed to the requesting departments or work orders. Will work with outside vendors to secure product accurately and timely.
Essential Duties and Responsibilities
Administrative Duties
- Secure all paperwork and authorizations before releasing any materials
- Read and interpret work order reports used for stock and inventory record maintenance and reorder stock when required
- Exercise judgment in estimating amounts of supplies needed for replenishment through the use of these reports, and daily observations of unusual quantities of items issued
- Promptly process orders for entry into the billing charge-back system; post on hand adjustments to perpetual inventory files as needed
- Review and inform Manager of low stock levels on specific items to be reordered
- Follow-up with vendors to assure that resale stock is delivered on time and as specified, noting and resolving any discrepancies or variations
- Make special purchases under the authority of the State of Illinois purchasing rules and regulations
- Prepares bids
- Request certifications from vendors as necessary/required
- Select and/or recommend suppliers or contacts requisitioning department/foreperson to determine acceptable suppliers
- May participate in planning and negotiating sessions with suppliers and departments
- Interviews vendors to determine sources of supply, current market trends, possible discount schedules
- Prepares reports and correspondence regarding status of requisitions, purchase orders, shipments, and problem resolution
- Provides interpretation of policies and procedures, rules and regulations and internal guidelines to other personnel procuring materials, as well as to vendors
- Reviews and coordinates purchasing contracts and files and ensures they are transmitted to vendors in a timely manner; maintains paper and electronic files/records
- May assist with reviews, analysis, and participate in the development and implementation of operational policies and procedures
Procurement
- Serves as main procurement resource contact for MDC
- Contacts vendors for pricing and delivery/lead times and receiving information
- Prepares/reviews/executes requisitions with accuracy
- Obtains required administrative approvals as necessary for purchases
- Works at reducing overall costs without compromising quality; reduce shipping costs
- Works with departmental employees and trades personnel in preparing specifications for purchasing parts, commodities, tools, materials and equipment
- Solicits quotes
- Works to ensure that receiving information is efficiently processed to expedite payment processing
- Assists in the analysis of requests for extensions or amendments to existing purchase orders and makes recommendations for approval or alternative solutions to manager
- Investigates problems arising from the procurement of materials; determines appropriate action to resolve vendor issues
- Processes all returns promptly and monitors to ensure university receives credit due
- Maintains a PCard and uses appropriately to make purchases; maintains all required records and submits monthly PCard reports; may also be a proxy reconciler or approver for another PCard holder
- Track and reconcile available purchase order funds before placing orders so that overspend situations do not occur
Customer Service
- Refer situations involving major deviations from established methods to the Manager and make recommendations suggesting a course of action to be taken
- Make suggestions concerning the alignment of services to operating requirements such as recommending the supervisor establish a blanket order
- Locate alternate sources for stock and special project items
- Prepare special reports as required by the Manager
- Seek advice of Physical Plant trades personnel to ensure compliance with purchase order for regular stock items and special projects
- Demonstrate the ability to adapt storekeeping methods to the handling of items, locating reference sources, and providing solutions to problems presented
- Solve problems with the cooperation of the appropriate Physical Plant trades that requires looking for data in technical catalogs and publications to determine substitution interchange, and compliance with specifications. This will often require this individual to maintain a library of vendor and manufacturer publications, both out-of-date and current, and have contact time with vendors via phone, fax, and e-mail.
- Follow-up with vendors to assure that resale stock is delivered on time and as specified, noting and resolving any discrepancies or deviations
- Perform customer service related duties such as serving walk-in customers, answering phones for the main office or email correspondence. Assist university customers with emergency orders
Reports
- Prepare necessary reports as needed or required.
- Maintain SDS book.
- Work in other departments as needed to complete tasks essential to the Campus Services operations
- Partake in required training in classes on safety and proper techniques related to the position
- Other related office duties may include copying or filing
- Perform necessary housekeeping tasks, including but not limited to sweeping, dusting, emptying waste containers and the straightening of work processing areas
Inventory of Procured Goods
- Conduct cyclical counts as established by department
- Maintain security of work areas and inventory by enforcing all building security
procedures
- Operate electric fork lift and narrow aisle reach trucks on a daily basis to
achieve required high rack palletized storage
- Perform basic preventative maintenance/checks on material handling equipment as needed. Perform record keeping of forklift checklists for all forklifts on a daily basis
Receiving
- Assist in the receipt, unpacking, storage, sorting and delivery of materials shipped to the university. Receive and unload incoming orders from vendors or contract carriers and process orders for warehousing or re-delivery after checking for visible damage and compliance with specifications such as count, grade, weight, and pack.
- Identify and process orders received, including the proper logging and labeling of parcels with purchase order identification and delivery designee. Those items which are received for warehousing must be stored in designated locations within the warehouse and marked with the appropriate receipt date, count, and stock number
- Process promptly those goods received which require specialized storage and/or handling, such as combustibles, perishables and items which may be toxic, fragile, or subject to rapid deterioration, contamination or ease of physical damage
- Perform warehousing tasks, independently, in connection with checking and tallying special and/or technical items of supply purchased for each shop. This may include stocking items that require special treatment because they deviate from established storekeeping methods
- Maintain records of receipts, dates when items are received and records of issuance to trades or departments. Addresses all delivery issues and works with the Manager to resolve problems. Unpacks, inspects, and returns defective, excessive, broken or incorrect items
- Record data in the work order system, listing data such as the contractor, the purchase order number, and the date received, etc.
- Assist customers with tracking/finding where freight is located
- Assist with managing warehouse space
- Select, determines, and applies storekeeping guidelines, procedures, and methods without specific interpretations from supervisors
- Fill orders received from university departments and trades
Other Duties as Assigned
- Perform other related duties as assigned
Minimum Required Qualifications (Civil Service)
- Any one or any combination of the following, totaling one (1) year (12 months) from the categories below of which six (6) months must be actual work experience:
- Work experience performing duties comparable to those performed at the Procurement Officer Assistant level of this series or in positions of comparable responsibility.
AND/OR
- College credit for course work in any field
- 30 semester hours equals six (6) months
- 60 semester hours or Associate's Degree equals one (1) year (12 months)
- 90 semester hours equals two (2) years (24 months)
- 120 semester hours or a Bachelor's Degree equals three (3) years (36 months)
- Master Degree or higher equals four (4) years (48 months)
NOTE: Possession of a current Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) from The Universal Public Purchasing Certification Council (UPPCC), or a current Accredited Purchasing Practitioner (APP) certificate, Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) from the Institute for Supply Management (ISM) or equivalent certifications may satisfy the above requirements.
Knowledge, Skills, and Abilities (KSAs) (Civil Service)
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Basic knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
- Knowledge of laws, the Illinois Procurement Code, government regulations, executive orders, knowledge of State of Illinois and State University Procurement procedures, as well as state and federal laws as they pertain to purchasing.
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
- Knowledge of materials related to procurement, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.
- Skill in negotiation and facilitation.
- Skill in completing assignments accurately and with attention to detail.
- Ability to analyze and solve work related problems.
- Ability to communicate effectively in both oral and written form.
- Ability to work successfully as a member of a team and independently with moderate supervision.
- Ability to train and supervise others.
Specialty Factors (Civil Service)
None
Preferred Qualifications (Civil Service)
- Operational knowledge of a working warehouse environment including working knowledge of how a central receiving operation functions and how a stores operation functions. Problem solving skills as well as the ability to interact professionally with various types of individuals.
- Previous experience procuring parts for trades. Experience with TMA, PeopleSoft financial reports and MS Office.
Minimum Required Qualifications (SPS)
n/a
Additional Requirements (SPS)
n/a
Preferred Qualifications (SPS)
n/a
Physical demands/requirements
This position is required by the nature of the work, to perform extensive lifting for varying lengths of time of cartons, boxes, furniture, and equipment which may individually exceed 75 lbs. each. The ability to perform general physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping and handling materials.
Other elements of this position involve daily exposure to counting, weighing, and the use of electronic calculators and desktop computers, as well as computerized receiving and recordkeeping data input systems.
Appointment and Compensation Details
Appointment and Compensation Details
Anticipated Appointment Start Date 9/1/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours M-F, 7:30am-4:00pm with an hour lunch Salary $50,000.16-$52,000.08 annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $2,083.34-$2,166.67 semi-monthly Earn Type Salary
Application Procedure
Application Procedure
Application Procedure
Application Procedure:
Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.
If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.
After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.
Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.
Illinois residency required within 180 days of the hire date.
Credentials Assessment Examination:
- The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
- Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
- After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.
Additional Details:
- Click on Procurement Officer for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.
- Please click on Human Resource Services - Benefits for detailed information about Northern Illinois University's benefits package.
- Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.
Special Instructions Quick Link to Applicant https://employment.niu.edu/postings/94343 Is Background Check Required? Yes EEO Statement Summary
In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and expression), political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.
The following person has been designated to handle inquiries regarding the non-discrimination policies:
Ethics and Compliance Officer, Title IX Coordinator
Health Services Building Room 230
TitleIXCoordinator@niu.edu
815-753-5560
Visa Policy
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
ADA Accommodation
NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person's disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. For further assistance, please contact the office of Affirmative Action and Equal Opportunity (AAEO) at ada@niu.edu.
Safety Information
NIU provides annual reports on campus security and fire safety.
Read the Annual Security and Fire Safety Report.
Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.
Applicant Documents
Required Documents
- Resume/Curriculum Vitae
- Cover Letter
- List of at least 3 Professional References
Optional Documents
- Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
- Transcripts (unofficial with official required at hire)
- Other
Supplemental Questions
Required fields are indicated with an asterisk (*).
(Open Ended Question)
- If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
Yes
No
Not Applicable
- Please rate your level of professional experience assisting departments in preparing and soliciting quotations, bids, and requests for proposals, recommending qualified vendors/contractors, and issuing purchase orders with appropriate authorization authority.
No work experience directly related to the job function described.
My work experience relevant to the job function was performed under guidance.
My work experience relevant was performed independently.
- Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)
(Open Ended Question)
- Please rate your professional work experience collaborating with business partners and vendors/contractors to review and clarify requisitions, pricing, delivery/lead terms, and other details or forms related to procurement activities.
No work experience directly related to the job function described.
My work experience relevant to the job function was performed under guidance.
My work experience relevant was performed independently.
- Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)
(Open Ended Question)
- Please rate your level of professional experience assisting in the preparation and procession of simple contract and contract extensions (e.g. leases, maintenance agreements, etc.) and administering changes or revisions to contracts based on the advice of legal counsel.
No work experience directly related to the job function described.
My work experience relevant to the job function was performed under guidance.
My work experience relevant was performed independently.
- Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response)
(Open Ended Question)
- Please rate your level of professional work experience related to interpreting policies and procedures, rules and regulations, statues and guidelines and providing guidance to departments and business partners on such matters.
No work experience directly related to the job function described.
My work experience relevant to the job function was performed under guidance.
My work experience relevant was performed independently.
- Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response)
(Open Ended Question)
- Do you have education in Business, Supply Chain Management or a related field? If yet, you must attach a copy of your unofficial transcript with your response.
- Yes
- No