PROCUREMENT COORDINATOR

Procurement Coordinator

The Arkansas Department of Parks, Heritage and Tourism has three major divisions: Arkansas State Parks, Arkansas Heritage and Arkansas Tourism. Arkansas State Parks manages 52 state parks and promotes Arkansas as a tourist destination for people around the country. Arkansas Heritage preserves and promotes Arkansas's natural and cultural history and heritage through four historic museums and four cultural preservation agencies. Arkansas Tourism improves the state's economy by generating travel and enhancing the image of the state.

Job Series: Procurement Classification: Procurement Coordinator – Career Path Class Code: PPR02P Pay Grade: SGS07 Salary Range: $57,351 - $84,879

Job Summary: The Procurement Coordinator plays a vital role in the state government procurement process by managing and facilitating the acquisition of goods and services required by the department. This position ensures compliance with state procurement laws, regulations, and internal policies while providing support for the day-to-day procurement functions.

Primary Responsibilities:

• Assist in the preparation of procurement documents, including requests for proposals (RFPs), invitations for bids (IFBs), purchase orders, and contracts.
• Review procurement requests from departments, ensuring they are complete and comply with state regulations before processing.
• Coordinate the release of procurement solicitations and ensure vendors receive proper instructions for submitting proposals or bids.
• Assist in tracking and managing procurement milestones, including vendor selection, contract award, and delivery timelines.
• Provide information and guidance to vendors regarding procurement policies, procedures, and requirements.
• Ensure that vendors are in compliance with the terms and conditions outlined in contracts.
• Monitor procurement transactions and follow up on outstanding orders to ensure timely delivery and completion.
• Assist in managing the inventory of goods and supplies, ensuring proper documentation and tracking for accounting purposes.
• Maintain organized records of procurement activities and transactions, ensuring compliance with audit standards.
• Support contract administration by monitoring contract terms and conditions to ensure that vendors fulfill their obligations.
• Review contracts for accuracy and completeness before final approval and execution.
• Assist in tracking contract renewal dates, amendments, and changes, ensuring all updates are documented and communicated appropriately.
• Assist in preparing procurement reports, including tracking procurement budgets, spending, and vendor performance.
• Compile procurement data for management review, identifying trends, savings opportunities, and areas for improvement.

Knowledge and Skills:

• Understanding of procurement practices and procedures, including familiarity with state procurement laws and regulations.
• Ability to review and process procurement documents, ensuring compliance with departmental and state guidelines.
• High attention to detail, with the ability to review procurement documents and vendor contracts for accuracy and completeness.
• Ability to track and maintain procurement records and documentation in an organized manner.
• Strong written and verbal communication skills to interact with vendors, internal teams, and senior management.
• Ability to clearly communicate procurement policies, processes, and timelines to external stakeholders.
• Strong organizational abilities to manage multiple procurement projects simultaneously while meeting deadlines.
• Ability to prioritize tasks effectively, ensuring the timely completion of procurement processes.
• Ability to identify and resolve issues in the procurement process, such as discrepancies in orders or contract performance issues.

Minimum Qualifications: Bachelor's degree in business administration, public administration, supply chain management, or a related field, plus two (2) years of experience in procurement, contract management, or a related field is required.

The State of Arkansas is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, age, disability, citizenship, national origin, genetic information, military or veteran status, or any other status or characteristic protected by law.