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:
Essential Duties / Responsibilities:
- Provide supervision and direct oversight of Accounts Payable, including: Receive, verify, and process vendor invoices; perform required verification (e.g., PO/receipt/invoice) and resolve discrepancies with program staff and vendors.
- Complete pay cycles in PeopleSoft Financials for submission to the Comptroller's Office for payment; monitor batch statuses and error queues to ensure timely disbursements.
- Approve monthly fund distributions to school corporations in coordination with SBA and the Comptroller's Office; ensure distribution schedules, amounts, and supporting documentation are accurate and approved.
- Provide assistance to agency personnel and vendors regarding accounts payable questions and concerns; identify and resolve issues that may arise.
- Manage approvals, workflow, and segregation of duties in PeopleSoft; maintain audit-ready documentation and adhere to internal control requirements.
- Monitor production of staff, ensure accuracy of work performed, and maintain service-level expectations and deadlines.
- Ensure each staff member is systematically cross trained to support business continuity.
Lead purchasing activities under QPA and non-competitive thresholds, including:
- Process requisitions to purchase orders (REQ to PO) in PeopleSoft eProcurement for QPA purchases and non-competitive purchases below $5,000, ensuring proper use of catalog items.
- Verify funding availability, approvals, and compliance with IDOA purchasing policies and procedures and applicable guidance (including OMB Circulars).
- Confirm QPA usage where available; document non-competitive justification below $5,000.
- Maintain accurate procurement records and support transparency, posting, and reporting requirements where applicable.
Provide supervision and direct oversight of assets, including:
- Input and maintenance of necessary information into PeopleSoft for assets received and ensure items are properly tagged.
- Prepare documentation for items to be submitted to surplus, determining proper method for disposition and ensuring systems are updated accordingly.
- Supervise annual inventory audit of all IDOE assets and furniture; prepare inventory-related reports upon request.
Team Leadership and Collaboration:
- Manage and develop two (2) Accounts Payable Specialists, providing coaching, training, and workload prioritization.
- Promote teamwork, coordination, and interaction among Accounts Payable, Purchasing, and Asset Management functions.
- Uphold deadlines while delivering high-quality work and excellent customer service; escalate risks and constraints proactively.
Compliance:
Ensure compliance with policies and procedures established by the Indiana Department of Administration (IDOA), State Budget Agency (SBA), the Comptroller's Office, Archives and Records Administration, State Board of Accounts, and the Department of Education. Maintain adherence to OMB Circulars implementing SEA 5-2025, IDOA DPAP guidance, and internal IDOE controls.
Salary:
The salary for this position traditionally starts at $59,800.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.
A Day in the Life:
The essential functions of this role are as follows:
- Provide administrative oversight of both automation-related and traditional contract services.
- Purchase on behalf of the agency within a pre-determined delegation authority and consistent with agency purchasing and procurement laws, rules, regulations, and procedures.
- Maintain a substantial file system covering all services or items contracted for by the Agency.
- Perform vendor bid/quote evaluations to determine most responsible and responsive vendor for purchase process.
- Analyze vendor performance issues regarding contract administration
- Apply State-described vendor percentage preferences to purchases.
- Negotiate, execute, and administer contracts, QPA Agreements and amendments
- Communicate with staff and outside vendors as necessary to solve problems, address complaints, and facilitate the timely processing of purchases.
- Document fully and accurately all purchase processes for auditing purposes.
- Ensure that all procurement-related documents are completed fully and accurately.
- Act as a resource to provide guidance and assistance for agency procurement agents concerning procedures, policies, and regulations governing all purchasing and contract activities.
- Troubleshoot agency functional issues in PeopleSoft eProcurement, Purchasing, Sourcing, and Supplier Contract Management.
- Establish and maintain assessment criteria according to current procurement rules and statute.
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:
Individuals in this role should minimally be able to articulate or demonstrate the following:
- Broad knowledge in contracting, requisitions and purchasing/procurement, accounting, business administration, fiscal management, or related experience.
- Broad knowledge of state and federal procurement laws, rules, procedures, practices, and forms.
- Extensive knowledge specific to overseeing and managing contracts.
- Effective communication skills.
- Broad knowledge and advanced proficiency with E-Procurement management system and ability to use the Microsoft Suite software.
- Expertise with general project management including financial management, and conflict management.
- Ability to negotiate contracts and bids.
- Inter-personal relationship skills are a must, and strong communicators with positive attitudes will be most successful in the established work environment.
- Ability to maintain confidentiality.
- Eligible to be bonded and ability to accurately handle financial documents.
You must satisfy the following requirements to continue employment:
- Required to take initial Indiana Department of Administration Purchasing and Procurement training and to attend any further required training.
A degree is not required. However, at least 5 - 8 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.
Individuals should have the ability 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
