Procurement Associate

Procurement Associate

West Virginia Department of Environmental Protection

Division of Land Restoration; Procurement Unit

Office location will be one of below:

601 57th Street, Southeast, Charleston, WV 25304

1000 Technology Drive, Suite 3220, Fairmont, WV 26554

47 School Street, Suite 301, Philippi, WV 26416

This position is classified exempt; therefore, does not fall under the classified service.

We welcome you to join our team where we value work/life balance and diversity. We offer a great benefits package that includes 12 paid holidays, insurance and flexible benefits, ample annual and sick leave accrual, flexible work schedules, an Employee Assistance Program, Wellness Initiatives, an optional 457 defined contribution retirement savings plan and more.

Employee will be assigned to the Division of Land Restoration, having responsibility for procurement of goods and services, working independently under general supervision.

Duties include:

• Follow WV Purchasing Division procedures for purchasing, which may include:
• Processing all documents for projects to be bid in WVOasis.
• Writing and reviewing specifications.
• Soliciting bids and conducting market research.
• Preparing bid sheets, terms, and conditions.
• Review all documents for completeness and accuracy prior to submittal to the Procurement Specialist.
• Process addendums, review bid tabulations, prepare bid award memos, and complete all required forms for bid awards.
• Track expenses and deadlines for open-end, maintenance, and construction contracts; initiate and process change orders as needed.
• Work closely with field personnel and contractors to ensure timely submission of paperwork.
• Verify and attach required documents (e.g., insurance certificates, contractor's license, bond riders).
• Process work directives and associated invoices against open-end contracts.
• Review invoices, obtain approvals, prepare coding sheets, and complete WVOasis documentation for Accounts Payable.
• Work with vendors to resolve invoice issues; create APOs, ADOs, and RC documents in WVOasis.
• Use State Purchasing Card for goods, services, and utility payments; reconcile all transactions in WVOasis within 3 business days.
• Order office supplies and equipment as needed.
• Resolve WVOasis system processing issues as they arise.
• Draft, type, and proofread correspondence, forms, and memoranda for accuracy.
• Receive and screen calls; respond to vendor/contractor inquiries promptly or direct them appropriately.
• Log, post, and distribute mail; maintain and scan filing system and electronic records.
• Utilize databases to run queries and reports; enter data into DLRnet for purchase orders, change orders, and invoices.
• Perform other duties as assigned.

Notes:

• Regular attendance is an essential part of this position.
• Qualifying applicants will be required to complete an internet-based profile assessment to compare the applicant's thinking and reasoning skills, behavioral traits and the occupational interests against the traits determined to be important to the posted position.
• The recommended candidate will be subject to a search of his or her Motor Vehicle Record (MVR) prior to being hired and annually thereafter.
• All new employees that are involved with Specific DEP programs subject to the Surface Mining Control and Reclamation Act (SMRCA) of 1977 must file prior to final appointment and annually thereafter, a Statement of Employment and Financial Interest (OSM 23).

Minimum Qualifications

Training: High school diploma or the equivalent. AND Experience: Four (4) years of full-time or equivalent part-time paid clerical experience which included purchasing supplies and maintaining inventory. OR Substitution: Bachelor's degree from a regionally accredited college or university may substitute for the required experience.