Buyer Specialist #LVA00031

DHRM•Richmond, VA

About The Position

The Library of Virginia is seeking a customer-focused, detail-oriented, and highly organized Buyer Specialist to join its Finance team. Reporting to the Finance Director, the position supports purchasing and contract administration across the agency and works collaboratively with Procurement Management, Information Technology, and other departments. The Buyer Specialist coordinates timely purchases, maintains accurate records, provides responsive customer service, and takes ownership of assigned work. The role includes small purchases, support for existing contracts, eVA invoice reviews, SPCC cardholder duties, and backup Accounts Payable support.

Requirements

Experience purchasing goods and services and using electronic purchasing or procurement systems.
Working knowledge of public procurement principles, small-purchase procedures, and use of established contracts.
Ability to interpret and apply procurement policies, procedures, and purchasing requirements.
Ability to review quotations, pricing, and purchasing documentation for accuracy and completeness.
Knowledge of basic contract administration and procurement recordkeeping practices.
Analytical and problem-solving skills to research purchasing issues and resolve routine discrepancies.
Strong organizational skills and attention to detail, with the ability to manage competing priorities and meet deadlines.
Effective written and verbal communication, interpersonal, and customer service skills.
Ability to work independently within assigned authority, seek guidance when needed, and collaborate with agency staff and vendors.
Proficiency in Microsoft Excel, Outlook, Word, and Teams.

Nice To Haves

Experience procuring IT goods and services, including software licensing, SaaS/cloud subscriptions, hardware, maintenance agreements, or professional IT services.
Experience with eVA, statewide IT contracts, and VITA procurement review and approval processes.
Experience in contract administration and risk management.
Knowledge of the Virginia Public Procurement Act, Agency Procurement and Surplus Property Manual, and VITA’s BUY IT Manual.
Knowledge of Small Purchase Charge Card (SPCC) procedures, required supporting documentation, and cardholder reconciliation responsibilities.
Virginia Contracting Associate (VCA) or other relevant procurement certification.

Responsibilities

Review assigned purchasing requests and work with agency staff to clarify purchase descriptions, requirements, and delivery needs.
Procure goods and nonprofessional services through small-purchase procedures, including unsealed bidding, and process approved sole source purchases in accordance with applicable Commonwealth and Library of Virginia requirements.
Obtain and review vendor quotations, use established contracts, and process requisitions, purchase orders, and order modifications in eVA.
Identify and solicit quotes from SWaM-certified businesses and provide eligible vendors with information about certification.
Support purchases of IT goods and services and coordinate applicable VITA requirements with IT staff and Procurement Management.
Review eVA invoices by matching invoices, purchase orders, and receiving records; coordinate discrepancy corrections and route matched invoices for payment processing.
Maintain accurate electronic procurement records, protect confidential and proprietary information, and provide files for Procurement Management review.
Support administration of assigned contracts and maintain accurate information in eVA Sourcing and Contracting.
Track contract expiration dates, renewal options, and notice deadlines; coordinate renewal actions and proposed modifications for required review and approval.
Notify Procurement Management of upcoming re-solicitation needs in time to support continuity of services.
Work with requesting departments to monitor deliverables and vendor performance, address routine issues, and refer disputes or matters requiring additional authority to Procurement Management.
Maintain complete, organized electronic contract files and document contract actions in accordance with Library of Virginia procedures.
Provide backup Accounts Payable support by entering vouchers in Cardinal using approved supporting documentation and established agency procedures as needed.
Serve as an SPCC cardholder for authorized purchases and payments, maintain supporting documentation, and complete transaction reconciliation within established deadlines.
Coordinate with Accounts Payable to resolve purchasing and payment discrepancies.
Assist with updating desktop procedures and recommend improvements to purchasing and payment processes, internal controls, and customer service.