Procurement Officer

Virginia Information Technologies Agency•Warrenton, VA

11d•$55,000 - $65,000•Onsite

About The Position

The Procurement Officer is responsible for researching and purchasing goods and services in accordance with requested needs and within the Commonwealth of Virginia’s regulations, policies, and procedures. This role involves analyzing market availability, locating and interviewing vendors, comparing prices and specifications, and preparing requisitions and purchase orders. The officer will also maintain accurate records, respond to inquiries, resolve vendor issues, and develop purchasing policies. Additionally, the role requires knowledge of administrative and clerical procedures, customer service principles, mathematics, and computer software. The position may involve purchasing card responsibilities, supervision of purchasing activities, and assisting in emergency declarations.

Requirements

Knowledge of understanding of the Commonwealth of Virginia’s Accounting and Procurement policies, procedures, and systems, to include E-VA, SWAM, etc.
Knowledge of business and management principles involved in strategic planning, resource allocation, production methods, and coordination of people and resources.
Must have knowledge of quality control, costs, and other techniques for maximizing the effective delivery of services.
Knowledge of administrative and clerical procedures and systems such as word/excel, managing files and records, designing forms, and other office procedures and terminology.
Excellent knowledge of principles and processes for providing customer and personal services. This includes customer needs and accounting principles and practices.
The ability to use mathematics to solve problems and reach logical conclusions.
Must be able to read, write, and have good oral and written communications skills.
Ability to maintain a tactful, orderly working relationship with others.
Possess basic knowledge of computer software and have the ability to use the computer.
High school graduate or equivalency required
Possession of or ability to obtain VCA certification required

Nice To Haves

Experience in procurement /purchasing for the Commonwealth of Virginia or government entity preferred

Responsibilities

Research and purchase goods and services in accordance with requested need and within the Commonwealth of Virginia’s regulations, polices, and procedures.
Participate in the development of specifications for equipment, products or substitute materials.
Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
Analyze market and delivery systems to assess present and future material availability.
Locate vendors of materials, equipment or supplies, and interview them to determine product availability, terms of sales, and source reliability.
Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
Assist requestors with their descriptions/requests of goods and services, provide them with purchasing options and solutions, and give them the necessary resources to make informed purchasing decisions.
Prepare and process requisitions and purchase orders for supplies and equipment, sending copies to suppliers and to departments originating requests.
Review requisition orders in order to verify accuracy, terminology, and specifications.
Calculate costs of orders, and charge or forward invoices to appropriate accounts or use assigned credit card appropriately to make all purchases possible within established guidelines.
Maintain orderly and accurate records to aid in tracking the status of requisitions, contracts, and orders providing requested goods and services that meet the required specifications and timeframes.
Provide appropriate documentation to support all purchases, especially those that are exceptions.
Respond to customer and supplier inquiries about order status, changes, or cancellations.
Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
Resolve vendor or contractor grievances and claims against suppliers.
Develop and implement purchasing and contract management instructions, policies, and procedures.
Ensure all procedures, purchases, and documentation complies with the Commonwealth of Virginia Public Procurement Act, related regulations and requirements, and regulatory audits.
Supervises and performs purchasing activities at the facility.
May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
May serve in on-call rotation