Purchasing Administrator

State of Indiana•Indianapolis, IN

5d•$4,732•Onsite

About The Position

The Purchasing Administrator serves as a subject-matter expert in procuring a wide range of commodities and services in a cost-effective and timely manner. This role involves handling sensitive issues when working with agency personnel and vendors, while supporting the decisions of upper management. The Purchasing Administrator coordinates and executes State procurement activities in accordance with Indiana Code. To become a certified buyer for the State, you must complete the Indiana Delegation of Purchasing Authority Program (DPAP) training and pass the DPAP exam within four weeks of your hire date. This training is administered by the Indiana Department of Administration. This is an onsite position in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

Requirements

Extensive knowledge of purchasing methods, procedures, laws, and regulations establishes by the state and agency.
Knowledge of bookkeeping principles and practices related to the maintenance of accurate and systematic purchasing records.
Extensive knowledge of PeopleSoft Procurement and Purchasing modules, with knowledge of PeopleSoft Accounts Payable Module.
Ability to prepare report and maintain accurate statements of inventory, contractual agreements, and related Financial Statements.
Ability to initiate correspondence for purchasing processes; to establish agency goals.
Ability to prepare and interpret simple specifications and to analyze bids.
Effectively communicate with different state agencies, external and internal customers, and different vendors.
Ability to develop effective relationships with vendors and contract service professionals.
Ability to discover, reconcile and report discrepancies in purchasing agreements and accounts.
Ability to perform all functions in a timely manner.
Ability to perform essential functions with or without reasonable accommodation.

Nice To Haves

A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Responsibilities

Interpret and clarify the procurement, practices, and procedures of vendors, field personnel, and other interested parties apprising then of legal requirements in state procurement activities.
Manage all Procurement related customers inquiries to ensure proper procurement procedures are implemented and budget policies are adhered to.
Research to understand the product of service characteristics of the procurement request.
Establish and monitors requisitions, purchase orders, and invoices for purchases to ensure requisitions are approved in a timely manner.
Determine methods of purchases and obtains bids on specific requisitions to determine lowest and/or best bid based upon the funds to be utilized, amount of bid and priority of purchases.
Answer routine and sensitive inquiries from vendors, employees, the general public and government officials.
Coordinate the purchase order Close-out process when needed.
Prepare technical fiscal reports, records, and other correspondence for budget owners and district leadership staff.
General knowledge and ability to interpret and apply state, federal, rules and regulations relating to procurement.
Ability to generate and maintain effective communications, good working relationships, and a positive image with suppliers, coworkers, and other state employees/officials by promoting courtesy, objectivity, and fairness.

Benefits

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 in 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
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