Purchasing Administrator

Work for Indiana

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Department of Homeland Security (IDHS) :

The Indiana Department of Homeland Security (IDHS) leads Indiana's emergency planning and operations, first responder training, and fire and building safety. The Indiana State Fire Marshal leads the Division of Fire and Building Safety (within IDHS), which oversees the enforcement of building codes and includes a fire investigations unit. The agency certifies and trains thousands of first responders and also hosts state-level exercises each year. IDHS also supports the state Emergency Operations Center (EOC), which leads response and coordination efforts for large-magnitude incidents.

Salary:

The salary for this position traditionally starts at $67,314.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

The essential functions of this role are as follows:

• Supervise and lead a team of purchasing administrators in an agency delegated purchasing authority by IDOA , providing guidance, training, and support as needed.
• Oversee the procurement process, adhering to all Department of Administration and State of Indiana policies, procedures, and guidelines, from requisition to delivery, ensuring timely and cost-effective purchasing of goods and services.
• Develop and maintain relationships with vendors and suppliers, negotiateing contracts, pricing, and terms to optimize value.
• Monitor inventory levels and coordinate with various departments to ensure adequate stock levels while minimizing excess inventory.
• Review purchase orders and contracts for accuracy and compliance with company state policies and regulatory requirements.
• Analyze purchasing data and trends to identify opportunities for cost savings and process improvements.
• Maintain accurate records of purchases, contracts, and vendor communications, ensuring documentation is up-to-date and easily accessible.
• Handle any escalated issues or concerns related to purchasing administration, resolving conflicts and ensuring prompt resolution.
• Recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development.
• Set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees. Ensure work adheres to quality standards, deadlines, and proper procedures.

The job description 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.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• 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 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 ability to accurately handle financial documents.
• Related certifications and coursework may be considered for education or experience.

A degree is not required. However, at least 10 years, of experience, applying the outlined knowledge, skills, and abilities in a similar role may be considered. At least one year of experience must be supervisory.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports:

This role may provide direct supervision for one or more staff members.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at View email address on aiapply.co.