Procurement Officer

Virginia AG; Virginia, Northern (IL, KY); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Virginia Department of Veterans Services is seeking a Procurement Officer to manage ordering of goods and services in compliance with Virginia procurement laws. The role involves preparing requisitions, processing purchase orders, and coordinating with suppliers to ensure timely deliveries.

Candidates should have high school education, VCA certification, and procurement experience with government entities. The position is with the Dept of Veterans Services at the Puller Veterans Care Center in

Qualifications

• Knowledge of Virginia’s Accounting and Procurement policies and systems (E-VA, SWAM).
• Research and purchase goods/services per regulations.
• Develop specifications for equipment or substitutes.
• Determine inventory levels and reorder when needed.
• Analyze market and delivery systems for material availability.
• Interview vendors for availability, terms and reliability.
• Compare bids and select best value.
• Assist requestors with options and procurement processes.
• Prepare and process requisitions and purchase orders.
• Verify orders for accuracy and costs; manage invoicing.
• Maintain records of requisitions, contracts, and orders.
• Provide documentation for all purchases; handle exceptions.
• Respond to inquiries; schedule deliveries; resolve issues.
• Resolve vendor disputes and claims.
• Develop purchasing/contract management procedures.
• Ensure compliance with Public Procurement Act and audits.
• Knowledge of business/management for planning/resource allocation.
• Know quality control and cost optimization.
• Office procedures: Word/Excel, records, forms.
• Strong customer service and accounting knowledge.
• Mathematical problem solving.
• Read/write and communication skills.
• Maintain professional relationships.
• Basic computer software knowledge.
• May be assigned other duties; on-call rotation possible.

Responsibilities

• Follow Commonwealth Virginia procurement policies to purchase goods/services.
• Prepare requisitions and purchase orders and route to vendors.
• Review orders for accuracy and cost; process invoices.
• Maintain orderly records tracking requisitions and contracts.
• Provide documentation and compliance with regulations.
• Respond to supplier inquiries about order status and changes.
• Expedite deliveries and resolve shortages or late deliveries.
• Support procurement policy development and training.
• Ensure all purchases meet required specifications and timeframes.
• Assist in vendor selection and contract management.

Skills

Procurement knowledge

Vendor negotiation

Record keeping

Regulatory compliance

Reading/comprehension

Communication

Education

High school diploma or equivalent

VCA certification

Tools

Microsoft Word

Microsoft Excel

Job description

Title: Procurement Officer

State Role Title: Purchasing Managers

Hiring Range: $55,000 - $65,000

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

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

Employment Eligibility & Requirements

• 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.

Additional Considerations

N/A

Contact Information

• Name: Beth Rinker
• Phone: [e-mail]
• Email: [e-mail]

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.