Procurement Officer

Virginia Department of Veterans Services; Virginia (MN); On-site; USD 55,000 - 65,000; Full time

Job summary

Virginia Department of Veterans Services is seeking a Procurement Officer to manage purchasing activities, develop specifications, and ensure compliance with Virginia procurement laws. The role requires strong vendor relations, market analysis, and accurate record-keeping to support timely purchasing of goods and services for the Puller Veterans Care Center.

Responsibilities include processing requisitions and purchase orders, comparing bids, and advising requestors on options.

Qualifications

• High school graduate or equivalency required.
• Possession of or ability to obtain VCA certification required.
• Experience in procurement /purchasing for the Commonwealth of Virginia or government entity preferred.

Responsibilities

• Knowledge of Commonwealth of Virginia’s Accounting and Procurement policies, procedures, and systems, to include E-VA, SWAM, etc.
• Research and purchase goods and services in accordance with requested need and within the Commonwealth of Virginia’s regulations, polices, and procedures.
• Participate in the development of specifications for equipment, products or substitute materials.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Analyze market and delivery systems to assess present and future material availability.
• Locate vendors of materials, equipment or supplies, and interview them to determine product availability, terms of sales, and source reliability.
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
• Assist requestors with their descriptions/requests of goods and services, provide them with purchasing options and solutions, and give them the necessary resources to make informed purchasing decisions.
• Prepare and process requisitions and purchase orders for supplies and equipment, sending copies to suppliers and to departments originating requests.
• Review requisition orders in order to verify accuracy, terminology, and specifications. Calculate costs of orders, and charge or forward invoices to appropriate accounts or use assigned credit card appropriately to make all purchases possible within established guidelines.
• Maintain orderly and accurate records to aid in tracking the status of requisitions, contracts, and orders providing requested goods and services that meet the required specifications and timeframes.
• Provide appropriate documentation to support all purchases, especially those that are exceptions.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Resolve vendor or contractor grievances and claims against suppliers.
• Develop and implement purchasing and contract management instructions, policies, and procedures.
• Ensure all procedures, purchases, and documentation complies with the Commonwealth of Virginia Public Procurement Act, related regulations and requirements, and regulatory audits.
• Knowledge of business and management principles involved in strategic planning, resource allocation, production methods, and coordination of people and resources.
• Must have knowledge of quality control, costs, and other techniques for maximizing the effective delivery of services.
• Knowledge of administrative and clerical procedures and systems such as word/excel, managing files and records, designing forms, and other office procedures and terminology.
• Excellent knowledge of principles and processes for providing customer and personal services. This includes customer needs and accounting principles and practices.
• The ability to use mathematics to solve problems and reach logical conclusions.
• Must be able to read, write, and have good oral and written communications skills.
• Ability to maintain a tactful, orderly working relationship with others.
• Possess basic knowledge of computer software and have the ability to use the computer.
• Performs other duties as may be assigned that are within the department’s mission and as situations warrant in meeting the overall needs of the agency.
• As a Purchasing Card holder follows all of the policy and procedures for having a purchasing card. Supervises and performs purchasing activities at the facility.
• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
• May serve in on-call rotation

Skills

Procurement knowledge

Vendor sourcing

Cost analysis

Negotiation

Record keeping

Communication skills

Policy comprehension

Problem solving

Education

High school diploma

VCA certification

Tools

E-VA

SWAM

Purchasing Card

Job description

Current State Employees: If a position is offered, you will enter into a new 12 month probationary period beginning the first day of employment in your new role***

Title

Procurement Officer

State Role Title

Purchasing Managers

Hiring Range

$55,000 - $65,000

Pay Band

4

Agency

Dept of Veterans Services

Location

Puller Veterans Care Center

Agency Website

www.dvs.virginia.gov

Recruitment Type

General Public - G

Job Duties

• Knowledge of understanding of the Commonwealth of Virginia’s Accounting and Procurement policies, procedures, and systems, to include E-VA, SWAM, etc.
• Research and purchase goods and services in accordance with requested need and within the Commonwealth of Virginia’s regulations, polices, and procedures.
• Participate in the development of specifications for equipment, products or substitute materials.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Analyze market and delivery systems to assess present and future material availability.
• Locate vendors of materials, equipment or supplies, and interview them to determine product availability, terms of sales, and source reliability.
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
• Assist requestors with their descriptions/requests of goods and services, provide them with purchasing options and solutions, and give them the necessary resources to make informed purchasing decisions.
• Prepare and process requisitions and purchase orders for supplies and equipment, sending copies to suppliers and to departments originating requests.
• Review requisition orders in order to verify accuracy, terminology, and specifications. Calculate costs of orders, and charge or forward invoices to appropriate accounts or use assigned credit card appropriately to make all purchases possible within established guidelines.
• Maintain orderly and accurate records to aid in tracking the status of requisitions, contracts, and orders providing requested goods and services that meet the required specifications and timeframes.
• Provide appropriate documentation to support all purchases, especially those that are exceptions.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Resolve vendor or contractor grievances and claims against suppliers.
• Develop and implement purchasing and contract management instructions, policies, and procedures.
• Ensure all procedures, purchases, and documentation complies with the Commonwealth of Virginia Public Procurement Act, related regulations and requirements, and regulatory audits.
• Knowledge of business and management principles involved in strategic planning, resource allocation, production methods, and coordination of people and resources.
• Must have knowledge of quality control, costs, and other techniques for maximizing the effective delivery of services.
• Knowledge of administrative and clerical procedures and systems such as word/excel, managing files and records, designing forms, and other office procedures and terminology.
• Excellent knowledge of principles and processes for providing customer and personal services. This includes customer needs and accounting principles and practices.
• The ability to use mathematics to solve problems and reach logical conclusions.
• Must be able to read, write, and have good oral and written communications skills.
• Ability to maintain a tactful, orderly working relationship with others.
• Possess basic knowledge of computer software and have the ability to use the computer.
• Performs other duties as may be assigned that are within the department’s mission and as situations warrant in meeting the overall needs of the agency.
• As a Purchasing Card holder follows all of the policy and procedures for having a purchasing card. Supervises and performs purchasing activities at the facility.
• May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.
• May serve in on-call rotation

Minimum Qualifications

• High school graduate or equivalency required
• Possession of or ability to obtain VCA certification required
• Experience in procurement /purchasing for the Commonwealth of Virginia or government entity preferred

Additional Considerations

N/A

Special Instructions

• The commonwealth does not provide sponsorship; therefore, applicants must be a Citizen or National of the United States, a lawful permanent resident, or an alien authorized to work.
• Excluding current DVS employees, the selected candidate must pass a criminal background check.
• In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative hiring process. To be considered for this opportunity, applicants will need to provide their Certificate of Disabilities (COD) provided by the Certified Rehabilitation Counselor within the Department of Aging & Rehabilititative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable to DARS to get their Certificate of Disability.
• If you need to obtain a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Contact Information

• Name: Beth Rinker
• Phone: [e-mail]
• Email: [e-mail]
• In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
• Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.