Purchasing Administrator

Job Description

Job Description

Title: Purchasing Administrator
Location: Indianapolis, IN
Duration: 8 months
Interview Type: In-person only.

Local candidates only

Job Description:
The Indiana Office of Technology provides cost-effective, secure,consistent, reliable enterprise-technology services to our partner agencies so that they can better serve our mutual customer,the Hoosier taxpayer.

Role Overview:
The Purchasing Administrator is a subject-matter expert in the procurement of various commodities and services in a cost-effective manner and on a timely basis. You will handle sensitive issues when dealing with agency personnel and vendors, supporting the decisions of upper management. You will coordinate and execute State procurement functions in accordance with Indiana Code.

To be a certified buyer for the State, you must take the Indiana Delegation of Purchasing Authority Program (DPAP) classes and pass the DPAP test within four weeks of the date of hire. The training is conducted by the Indiana Department of Administration.

Roles & Responsibilities:
The essential functions of this role are as follows:

• Provide administrative oversight of both automation-related and traditional contract services. Purchase on behalf of the agency within a pre-determined delegation authority and consistent with agency purchasing and procurement laws, rules, regulations, and procedures.
• Maintain a substantial file system covering all services or items contracted for by the Agency.
• Perform vendor bid/quote evaluations to determine most responsible and responsive vendor for purchase process.
• Analyze vendor performance issues regarding contract administration Apply State described vendor percentage preferences to purchases.
• Negotiate, execute, and administer contracts, QPA Agreements and amendments
• Communicate with staff and outside vendors as necessary to solve problems, address complaints, and facilitate the timely processing of purchases.
• Document fully and accurately all purchase processes for auditing purposes. Ensure that all procurement-related documents are completed fully and accurately.
• Act as a resource to provide guidance and assistance for agency procurement agents concerning procedures, policies, and regulations governing all purchasing and contract activities.
• Troubleshoot agency functional issues in PeopleSoft eProcurement, Purchasing, Sourcing, and Supplier Contract Management.
• Establish and maintain assessment criteria according to current procurement rules and statutes.

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

What You'll Need for Success:

• You must meet the following requirements to be considered for employment: Bachelor of Science degree in Accounting, Finance, Purchasing or Business Management or 5 to 8 years of full-time professional experience.
• Broad knowledge in contracting, requisitions and purchasing/procurement, accounting, business administration, fiscal management, or related experience.
• Broad knowledge of state and federal procurement laws, rules procedures practices and forms Extensive rules, procedures, practices, and forms.
• Extensive knowledge specific to overseeing and managing contracts.
• Effective communication skills.
• Broad knowledge and advanced proficiency with E-Procurement management system and ability to use the Microsoft Suite software.
• Expertise with general project management including financial management, and conflict management.
• Ability to negotiate contracts and bids. Inter-personal relationship skills are a must, and strong communicators with positive attitudes will be most successful in the established work environment. Ability to maintain confidentiality.
• Eligible to be bonded and able to accurately handle financial documents.

You must satisfy the following requirements to continue employment:

• Required to take initial Indiana Department of Administration Purchasing and Procurement training and to attend any further required training

Skills Required:

• Professional experience in purchasing administration, procurement operations, or a closely related function.
• Demonstrated experience in procurement, contract administration, requisition processing, financial mgmt, accounting, or related business operations
• Knowledge of applicable state and federal procurement laws, regulations, policies, and procedures, including compliance requirements and documentation
• Demonstrated experience managing procurement contracts, overseeing vendor performance, evaluating bids, and supporting contract negotiations
• Experience with general project management including financial and conflict management
• Strong interpersonal, written, and verbal communication skills, with demonstrated ability to establish effective working relationships
• Proficiency in Microsoft applications, including Excel, Word, Outlooks, and PowerPoint, to support procurement activities
• Advanced proficiency with electronic procurement (eProcurement) systems
• Bachelor's degree in Accounting, Finance, Purchasing or Business Management
• Experience supporting procurement operations within a government or public-sector environment, preferably within Indiana state government Desired Professional procurement certification (e.g., CPPB, CPPO, CPSM, or prior DPAP)
• Experience procuring IT goods and services including software, hardware, and telecom Experience coordinating with agency personnel and vendors to facilitate procurement activities