IMPD - Procurement Specialist

City of Indianapolis; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Job summary

The City of Indianapolis & Marion County seeks a Procurement Specialist to run all phases of the IMPD procurement process, review requisitions and vouchers, and collaborate with departments and vendors. The role includes managing contracts, maintaining records, and ensuring compliance with public purchasing rules.

Responsibilities span processing purchases, tracking bids, maintaining contract databases, and ensuring timely, accurate documentation for Accounts Payable and related agencies.

Qualifications

• Bachelor's degree in a business-related field with 1 year of related work experience.
• Knowledge of public procurement laws, ordinances and policies.
• Ability to analyze quotes, proposals and contracts and manage vendor relations.

Responsibilities

• Reviews fundamental specifications for items being purchased.
• Consults and corresponds with vendors.
• Works with Chief Financial Officer to ensure software/hardware purchases are properly maintained.
• Controls and reconciles petty cash and informant funds.
• Acts as liaison between divisions and vendors during contract process.
• Completes contract processing and provides documents to purchasing for final execution.
• Maintains contract databases and files for IMPD and related entities.
• Tracks and monitors bid/quote processes.
• Processes procurement purchases and vouchers.
• Submits recommendations regarding contracts to department/agency contacts.
• Participates in Mayor's initiatives (MBE/WBE and local purchases).
• Ensures receipts and invoices are submitted to Accounts Payable; processes blanket purchase orders.
• Composes written vendor correspondences and attends meetings to provide procurement updates.

Skills

MS Word

MS Excel

MS Access

Vendor communication

Education

Bachelor's Degree in business-related field

Job description

Position responsible for conducting all phases of procurement process for the Indianapolis Metropolitan Police Department. Reviews and processes department requisitions and vouchers. Acts as liaison to departments and OCC, works with vendors to resolve procurement issues. Position is also responsible for departmental contract processing and tracking.

Agency Summary

IMPD serves with courage and compassion, partnering with our community to address crime and create a safer Indianapolis for everyone who lives, works, and visits here.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Responsibilities

• Reviews fundamental specifications for items being purchased.
• Consults and corresponds with vendors.
• Works with Chief Financial Officer to ensure that maintenance is identified with software and hardware purchases.
• Controls and reconciles petty cash and informant's funds, including disbursement of funds.
• Acts as liaison between divisions and vendors during contract process.
• Completes contract process and provides all required documents to purchasing department for final execution.
• Maintains contract database and files for IMPD, ACC, DHS and PSC.
• Tracks and monitors bid/quote processes.
• Processes procurement purchases and vouchers.
• Submits recommendations to department/agency contacts regarding contracts.
• Participates in Mayor's various initiatives, i.e., MBE/WBE and local purchases.
• Completes purchase transaction, ensuring that receipts are entered for all purchase orders and required invoices are submitted to Accounts Payable.
• Works with Purchasing to process blanket purchase orders.
• Composes written vendor correspondences.
• Attends periodic department/agency meetings and is prepared to provide specific procurement updates.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

Bachelor's Degree in a business related field of study and one (1) year of related work experience. Any combination of education and work experience is acceptable. Knowledge of public procurement laws, ordinances, policies and other requirements governing public purchasing are preferred. Considerable knowledge of approved purchasing methods. Considerable knowledge of supply sources and of market and price trends. Considerable knowledge of accounting practices and procedures as they relate to governmental purchasing. Requires knowledge of Indianapolis Metropolitan Police Department rules, regulations, policies and procedures. Demonstrates a strong command of MS Word, Excel and Access. Demonstrates a high degree of integrity and is trustworthy. Ability to multi-task in a fast-paced environment and can adapt quickly to change. Ability to analyze and evaluate quotes, proposals and contracts. Ability to successfully solve fundamental procurement problems. Ability to obtain and interpret market prices and trends and apply these procurement problems. Ability to effectively communicate both orally and in written form. Ability to maintain effective relationships with department/agency contracts and members of the vendor community. Ability to effectively manage time deadlines. Ability to work well as a team member as well as independently. Must pass pre-employment background investigation and drug test. Strict confidentiality required.

Work is conducted in a standard office environment.