Buyer Specialist #LVA00031

The Library of Virginia; Richmond (VA); On-site; USD 65,000 - 75,000; Full time

Job summary

The Library of Virginia is seeking a Buyer Specialist to join its Finance team. The role supports purchasing, contract administration, and procurement across the agency, coordinating with IT and other departments.

The successful candidate will handle small purchases, contract support, eVA reviews, SPCC duties, and provide Accounts Payable backup. Reporting to the Finance Director, this position emphasizes accuracy, responsiveness, and organization.

Qualifications

• Experience purchasing goods and services in public procurement.
• Ability to interpret procurement policies and purchasing requirements.
• Review quotations, pricing, and purchasing documentation for accuracy.
• Knowledge of contract administration and procurement recordkeeping practices.
• Analytical and problem-solving skills for purchasing issues.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication and customer service.
• Ability to work independently and with agency staff and vendors.

Responsibilities

• Review purchasing requests and clarify requirements with staff.
• Procure goods and services via small-purchase procedures and approved contracts.
• Obtain quotations, process POs, and manage eVA records.
• Identify SWaM-certified vendors and provide certification info.
• Support IT purchases and coordinate VITA requirements.
• Perform eVA e-invoice reviews and resolve discrepancies.
• Maintain electronic procurement records and safeguard confidential info.
• Assist with contract administration and renewals.
• Provide backup Accounts Payable support and cardholder duties.

Skills

Experience purchasing goods and ser

Public procurement principles

Interpret and apply procurement policy

Review quotations and pricing

Contract administration basics

Analytical and problem solving

Organizational skills

Written and verbal communication

Independence within authority

Tools

Microsoft Excel

Outlook

Word

Teams

Job description

Title: Buyer Specialist #LVA00031

State Role Title: Procurement Officer I

Hiring Range: $65,000 - $75,000

Pay Band: 4

Agency: The Library of Virginia

Location: Library of Virginia Building

Agency Website: https://www.lva.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Library of Virginia is seeking a customer-focused, detail-oriented, and highly organized Buyer Specialist to join its Finance team. Reporting to the Finance Director, this position supports purchasing and contract administration across the agency, working collaboratively with Procurement Management, Information Technology, and other departments.

The successful candidate will coordinate timely purchases, maintain accurate records, provide responsive customer service, and take ownership of assigned work. Responsibilities include small purchases, support for existing contracts, eVA invoice reviews, SPCC cardholder duties, and backup Accounts Payable support.

Key Responsibilities

General Procurement

• Review assigned purchasing requests and work with agency staff to clarify purchase descriptions, requirements, and delivery needs.
• Procure goods and nonprofessional services through small-purchase procedures, including unsealed bidding, and process approved sole source purchases in accordance with applicable Commonwealth and LVA requirements.
• Obtain and review vendor quotations, use established contracts, and process requisitions, purchase orders, and order modifications in eVA.
• Identify and solicit quotes from SWaM-certified businesses and provide eligible vendors with information about certification.
• Support purchases of IT goods and services and coordinate applicable VITA requirements with IT staff and Procurement Management.
• Perform eVA e-invoice reviews by matching invoices, purchase orders, and receiving records; coordinate correction of discrepancies and route matched invoices for payment processing.
• Maintain accurate electronic procurement records, protect confidentiality and proprietary information, and provide files for Procurement Management review.

Contract Management

• Support administration of assigned contracts and maintain accurate information in eVA Sourcing and Contracting.
• Track expiration dates, renewal options, and notice deadlines; coordinate renewal actions and proposed modifications for required review and approval.
• Notify Procurement Management of upcoming re-solicitation needs in time to support continuity of services.
• Work with requesting departments to monitor deliverables and vendor performance, address routine issues, and refer disputes or matters requiring additional authority to Procurement Management.
• Maintain complete, organized electronic contract files and document contract actions in accordance with LVA procedures.

Financial Operations Support

• Provide backup Accounts Payable support by entering vouchers in Cardinal using approved supporting documentation and established agency procedures as needed.
• Serve as an SPCC cardholder for authorized purchases and payments, maintain supporting documentation, and complete transaction reconciliation within established deadlines.
• Coordinate with Accounts Payable to resolve purchasing and payment discrepancies.
• Assist with updating desktop procedures and recommend improvements to purchasing and payment processes, internal controls, and customer service.

Minimum Qualifications

• Experience purchasing goods and services and using electronic purchasing or procurement systems.
• Working knowledge of public procurement principles, small-purchase procedures, and use of established contracts.
• Ability to interpret and apply procurement policies, procedures, and purchasing requirements.
• Ability to review quotations, pricing, and purchasing documentation for accuracy and completeness.
• Knowledge of basic contract administration and procurement recordkeeping practices.
• Analytical and problem-solving skills to research purchasing issues and resolve routine discrepancies.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities and meet deadlines.
• Effective written and verbal communication, interpersonal, and customer service skills.
• Ability to work independently within assigned authority, seek guidance when needed, and collaborate with agency staff and vendors.
• Proficiency in Microsoft Excel, Outlook, Word, and Teams.

Additional Considerations

• Experience procuring IT goods and services, including software licensing, SaaS/cloud subscriptions, hardware, maintenance agreements or professional IT services.
• Experience with eVA, statewide IT contracts, and VITA procurement review and approval processes.
• Experience in contract administration and risk management.
• Knowledge of the Virginia Public Procurement Act, Agency Procurement and Surplus Property Manual, and VITA’s BUY IT Manual.
• Knowledge of Small Purchase Charge Card (SPCC) procedures required supporting documentation, and cardholder reconciliation responsibilities.
• Virginia Contracting Associate (VCA) or other relevant procurement certification.

Equal Opportunity Employer

Contact Information

Name: Debbie Howe

Phone: [phone]

Email: [e-mail]