Purchasing Administrator
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Indiana Department of Education (DOE):
The Indiana Department of Education provides innovative support to Indiana schools, teachers, students, and parents. We proactively work with educators, policymakers, business leaders, and community-based organizations to build student success. Our strategic priorities include:
Delivering quality, purposeful educational opportunities for each student
Elevating and supporting Indiana’s educators
Increasing partnerships and delivering aligned, effective, and efficient support
Role Overview:
The essential functions of this role are as follows:
• All requisitions that are approved, valid and within ISDH dollar delegation need to be expedited to a purchase order within 2 business days of the approve and valid date and the purchase order sent to the selected vendor with a CC to the program staff. • Ensure that every procurement file has all of the necessary supporting documentation to tell the story of who, what, when, where, why and how the purchase was done. Including but not limited to the IDOA audit checklist and the recommendation for award document.
• Ensure that all IDOA procurement policy and procedures are followed.
• Ensure that all our internal and external customer needs are met.
• Ensure that all issues are escalated to the director with a possible resolution to resolve the issues. This includes looking at Manage requisitions daily to ensure requisitions are moving.
• All emails, phone calls, voice mails and any other form of communication need to be answered within 1 business day. provided with excellent customer service, by meeting or exceeding the customers' expectations.
Payable Specialist
The Accounts Payable Department makes all payments for funds distributed by the State of Indiana. These distributions include grants, public aid, tax revenues to schools, vendor payments, and other miscellaneous disbursements.
The Accounts Payable Department is also responsible for managing and maintaining the vendor file for the State of Indiana, enabling payments and tax reporting to be completed in a timely and efficient manner.
Additionally, Delegation of Purchasing Authority Program (DPAP) certification is highly encouraged.
Salary Statement:
The salary for this position traditionally starts at $53,222.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Coordinate information flow on large purchases, new or renewed QPA’s and procurement contracts.
- Assist with the reconciliation of purchasing data utilizing procurement systems.
- Provide clarification, technical assistance, and problem-solving resolutions to staff in all procurement issues.
- Evaluate the equipment and vendor selection process, to ensure prospective vendors meet state business requirements, prior to purchase.
- Negotiate leases, contracts, and service agreements.
- Negotiate, execute, and administer contracts, QPA Agreements and amendments.
- Solicit bid proposals, obtains quotes and reviews requisitions from vendors for materials and supplies.
- Maintain all documentation surrounding the bid solicitation process once we receive a requisition until a Purchase Order has been issued.
- Review price quotes, availability of items and/or services, determines compliance to specifications and/or qualifications, and makes purchase recommendations to the department.
The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
You must meet the following requirements to be considered for employment:
- Bachelor of Science degree in Accounting, Finance, Purchasing or Business Management or 5 to 8 years of full-time professional experience.
- Ability to analyze contractual documents, and reports.
- Ability to prepare and interpret financial statements and reports.
- Ability to apply program requirements into working procedures and priorities.
- Considerable knowledge of state procurement policies and methods.
- Extensive knowledge of Federal and State procurement rules, regulations, and procedures.
- Ability to write specifications and/or prepare contracts for products, services, or equipment.
- Working knowledge of computer software systems utilized for procurement and automated accounting procedures.
- Ability to analyze and process technical specifications, invitations for bid proposals, and quotations.
- Ability to ensure concise and informative reports from technical data and records.
- The ability to research and develop new vendor resources.
- Able to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/Direct Reports:
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
- 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 on 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
- Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
