Procurement Officer

State of Oklahoma•Oklahoma City, OK

2d•Onsite

About The Position

Under the supervision of the Accounting Supervisor, will serve as an Agency Procurement Officer to fulfill agency purchasing needs. Process all purchasing requisitions and solicit competitive bids for internal Agency purchasing. Handle correspondence regarding purchasing. Provide support for the Accounting Supervisor in preparing reports. Will be required to enroll in and successfully complete state purchasing course work and pass test within 90 days in order to serve as one of the Agency’s Certified Procurement Officers. This job requires a high degree of accuracy and proficiency in Microsoft Office 365. POSITION: Procurement Officer LOCATION: 1801 N. Lincoln Blvd., OKC, OK 73105 JOB DUTIES: Coordinates contract and procurement functions for the agency. Reviews requisitions and specifications and determine acquisition method. Complete, independently, all related actions concerning competitive bidding, evaluations, negotiations, award, and close out, ensuring compliance with all State Purchasing Statutes and Agency Purchasing Policy and Procedures. Using the Statewide Accounting System (PeopleSoft), create all ePro requisitions, purchase orders, and all required documentation required by OMES Central Purchasing and OMES Construction and Properties; maintain an excel file to log all requisitions and purchase orders issued and subsequent change orders. Verify all proper approvals have been obtained on internal requisition documents and proper funding/chart field codes. The CPO is required to maintain complete purchasing files, including any change orders and upload scanned documents to an online repository. The CPO must stay informed of all current state and agency purchasing statutes, policy and procedures and is responsible for developing, maintaining, and regularly updating accounting section procedures and training guides to ensure compliance. The CPO is required to provide guidance to agency personnel on current state and agency purchasing statutes, policy and procedures. Provides technical guidance and training for agency staff and suppliers. Acts as the agency liaison to OMES Central Purchasing and Construction and Properties. May be required to travel to proposed work site locations for pre-bid meetings, pre-construction meetings, periodic meetings, and substantial completion meetings. Will be required to perform contract monitoring to ensure compliance with contract specifications. Perform research and prepare reports related to the agency’s purchasing activity, provide reports and work with agency personnel to close out purchase orders (PO) for completed projects and release any remaining encumbrances. This position may serve as the agency Purchase Card (P-Card) Administrator or back-up P-Card Administrator, maintaining all agency files and reports related to the P-Card program. This position will maintain P-Card training at the agency level. Advise employees on improper use of the P-Card. Audit all transactions in the P-Card banking system, Bank of America Works. This includes ensuring transactions are coded correctly. Analyzing cardholder spending activity. Provide reports and data related to the P-Card program to agency staff. Assist agency personnel with any P-Card-related questions. Will be responsible to train and educate all agency P-Card holders and approves when changes occur to the state P-Card program. May be required to maintain a State P-Card for section purchases and IT purchases, prepare monthly P-Card Statement and maintain proper receipts. Successfully complete the State Certified Procurement Officer Program course and exam. Also, is required to maintain Certified Procurement Officer certification through continuing education. Assist with and respond to various audits requests for information and provide any backup documentation as requested. May be required to perform other duties as assigned by the Accounting Supervisor.

Requirements

Associate degree or two years of college, with preference for Business, Finance or Accounting coursework or closely related field. Four years of State of Oklahoma purchasing experience may substitute for education requirement.
Two years’ related experience in purchasing.
Must have the ability to lift and carry standard office equipment and supplies up to 25 pounds and operate a vehicle.
Must have the ability to establish and maintain effective working relationships, work independently, and be professional and courteous with the public, employees, and other agencies.
Must have the ability to communicate clearly and effectively in public speaking situations and be able to express oneself clearly and concisely in writing.
Must have the ability to use a personal computer and various office equipment.
Should be proficient in Microsoft Word, Excel, PowerPoint, and have an overall understanding of internet-based computer applications.
Will be required to obtain and maintain Certified Procurement Officer Certification.
Knowledge of acquisition methods and procedures pertaining to the acquisition of a wide variety of goods and services.
Knowledge of factors involved in writing specifications.
Knowledge of competitive bid methods and procedures.
Knowledge of State Purchase laws and regulations.
Knowledge of pricing methods and market resources.
Knowledge of office procedures and practices.
Ability to conduct several projects simultaneously.
Ability to evaluate bids and award contracts.
Ability to write and review purchase specifications and requisitions.
Ability to monitor contract performance.
Must have a working knowledge of Microsoft Office and similar applications.

Nice To Haves

Preference for Business, Finance or Accounting coursework or closely related field.
Preference will be given to current State of Oklahoma Certified Procurement Officers and experience using PeopleSoft financials software.
May be required to occasionally work extended hours and weekends.

Responsibilities

Serve as an Agency Procurement Officer to fulfill agency purchasing needs.
Process all purchasing requisitions and solicit competitive bids for internal Agency purchasing.
Handle correspondence regarding purchasing.
Provide support for the Accounting Supervisor in preparing reports.
Coordinate contract and procurement functions for the agency.
Review requisitions and specifications and determine acquisition method.
Complete, independently, all related actions concerning competitive bidding, evaluations, negotiations, award, and close out, ensuring compliance with all State Purchasing Statutes and Agency Purchasing Policy and Procedures.
Using the Statewide Accounting System (PeopleSoft), create all ePro requisitions, purchase orders, and all required documentation required by OMES Central Purchasing and OMES Construction and Properties.
Maintain an excel file to log all requisitions and purchase orders issued and subsequent change orders.
Verify all proper approvals have been obtained on internal requisition documents and proper funding/chart field codes.
Maintain complete purchasing files, including any change orders and upload scanned documents to an online repository.
Stay informed of all current state and agency purchasing statutes, policy and procedures.
Develop, maintain, and regularly update accounting section procedures and training guides to ensure compliance.
Provide guidance to agency personnel on current state and agency purchasing statutes, policy and procedures.
Provide technical guidance and training for agency staff and suppliers.
Act as the agency liaison to OMES Central Purchasing and Construction and Properties.
May be required to travel to proposed work site locations for pre-bid meetings, pre-construction meetings, periodic meetings, and substantial completion meetings.
Perform contract monitoring to ensure compliance with contract specifications.
Perform research and prepare reports related to the agency’s purchasing activity.
Provide reports and work with agency personnel to close out purchase orders (PO) for completed projects and release any remaining encumbrances.
May serve as the agency Purchase Card (P-Card) Administrator or back-up P-Card Administrator, maintaining all agency files and reports related to the P-Card program.
Maintain P-Card training at the agency level.
Advise employees on improper use of the P-Card.
Audit all transactions in the P-Card banking system, Bank of America Works.
Ensure transactions are coded correctly.
Analyze cardholder spending activity.
Provide reports and data related to the P-Card program to agency staff.
Assist agency personnel with any P-Card-related questions.
Train and educate all agency P-Card holders and approves when changes occur to the state P-Card program.
May be required to maintain a State P-Card for section purchases and IT purchases, prepare monthly P-Card Statement and maintain proper receipts.
Successfully complete the State Certified Procurement Officer Program course and exam.
Maintain Certified Procurement Officer certification through continuing education.
Assist with and respond to various audits requests for information and provide any backup documentation as requested.
May be required to perform other duties as assigned by the Accounting Supervisor.