Role Overview:

The Purchasing Administrator is a subject-matter expert in the procurement of various commodities and services in a cost-effective manner and on a timely basis. You will handle sensitive issues when dealing with client personnel and vendors, supporting the decisions of upper management. You will coordinate and execute client procurement functions in accordance with client Code.

To be a certified buyer for the client, you must take the client Delegation of Purchasing Authority Program (DPAP) classes and pass the DPAP test within four weeks of the date of hire. The training is conducted by the client.

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 client within a pre-determined delegation authority and consistent with client purchasing and procurement laws, rules, regulations, and procedures.
Maintain a substantial file system covering all services or items contracted for by the client.
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 client procurement agents concerning procedures, policies, and regulations governing all purchasing and contract activities.
Troubleshoot client functional issues in PeopleSoft eProcurement, Purchasing, Sourcing, and Supplier Contract Management.
Establish and maintain assessment criteria according to current procurement rules and statutes.


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.
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 able to accurately handle financial documents.

You must satisfy the following requirements to continue employment:
Required to take initial client Purchasing and Procurement training and to attend any further required training


Skill - Required / Desired - Amount of Experience
Professional experience in purchasing administration, procurement operations, or a closely related function. - Required - 5 Years
Demonstrated experience in procurement, contract administration, requisition processing, financial mgmt, accounting, or related business operations - Required - 5 Years
Knowledge of applicable state and federal procurement laws, regulations, policies, and procedures, including compliance requirements and documentation - Required - 5 Years
Demonstrated experience managing procurement contracts, overseeing vendor performance, evaluating bids, and supporting contract negotiations - Required - 5 Years
Experience with general project management including financial and conflict management - Required - 3 Years
Strong interpersonal, written, and verbal communication skills, with demonstrated ability to establish effective working relationships - Required
Proficiency in Microsoft applications, including Excel, Word, Outlooks, and PowerPoint, to support procurement activities - Required
Advanced proficiency with electronic procurement (eProcurement) systems - Highly desired
Bachelor's degree in Accounting, Finance, Purchasing or Business Management - Highly desired
Experience supporting procurement operations within a government or public-sector environment, preferably within Indiana state government - Desired
Professional procurement certification (e.g., CPPB, CPPO, CPSM, or prior DPAP) - Desired
Experience procuring IT goods and services including software, hardware, and telecom - Desired
Experience coordinating with client personnel and vendors to facilitate procurement activities - Desired