Procurement Specialist

State of West Virginia; Charleston (WV); On-site; USD 55,000 - 75,000; Full time

Job summary

The State of West Virginia, through the General Services Division, is seeking a detailed-oriented procurement professional to manage complex purchasing from small orders to multi-million dollar contracts.

You will oversee competitive bidding, review purchase orders, ensure compliance with state purchasing laws, coordinate requisitions, vendor research, bid openings, and reporting, while meeting deadlines and maintaining strong internal controls.

Qualifications

• Knowledge of state purchasing laws, rules and regulations.
• Ability to analyze technical data for complex commodities.
• Experience with centralized purchasing functions.
• Ability to communicate effectively in writing and speech.

Responsibilities

• Review and award purchase orders; oversee the competitive bid process.
• Prepare requisitions, bid documents, and bid tabulations.
• Schedule pre-bid meetings and bid openings; ensure compliance and accuracy of requisitions.
• Research potential vendors; conduct market research for new products.

Skills

Attention to detail

Analytical thinking

Communication (oral/written)

Vendor research

Organizational skills

Education

Bachelor's degree

Experience substitution option (1 year per 30 cred hours)

Job description

Nature of Work

This position is a full-performance procurement position in the Business Management Section of the General Services Division. Under general supervision and in an environment where priorities are ever-changing, this position performs advanced-level purchasing of a wide variety of goods and services, ranging from small dollar purchases to multi-million dollar design and construction contracts that require great attention to detail and knowledge of AIA documentation.

This role is responsible for overseeing the competitive bid process, reviewing and awarding purchase orders, ensuring compliance with state purchasing laws.

Daily responsibilities include ensuring requisitions are accurate and compliant, researching potential vendors, preparing the appropriate documents, scheduling pre-bid meetings and bid openings. Also responsible for tracking and monitoring Agency and Central purchase orders. Reviews requisitions while working directly with GSD requestors to prepare complex specifications for needed goods and services while ensuring we follow procedures for competitive bidding. Will be responsible for resolving any purchasing issues for internal staff as well as assisting vendors.

This position is also charged with having a P-card, monthly reconciliation and meeting imposed deadlines.

The work this position is responsible for requires specialized knowledge of state purchasing laws, strong analytical and organizational skills, and the ability to communicate effectively with differing personalities and experience levels. Preference will be given for having previous experience working in wvOASIS performing procurement functions.

Examples of Work

• Reviews purchase requests and determines if required merchandise is available through internal resources and/or agency or statewide contracts if bids must be solicited; collects bids, secures bids, holds public bid openings, prepares bid tabulations if required, and reviews bids to determine the most cost efficient, meeting the requirements of the requisition.
• Checks requisitions for accuracy, completeness, and clarity; corrects any ambiguities in purchase orders and adds needed information.
• Creates, prepares and/or composes requisitions, correspondence, memoranda, and reports.
• Records order and requisition number and delivery data.
• Contacts agency purchasers and vendors to resolve problems related to incorrect or late deliveries, and/or problems with quality of goods or services purchased.
• Advises agency officials on purchasing procedures; changes in commodity specifications.
• Conducts market research which may include research and/or contacting vendors and suppliers, manufacturers and testing facilities to gain information on new products, sources of supply, changes in product specifications, price changes and design and capabilities of commodities.
• Assists in developing minimum standards and specifications for new commodities.
• May oversee annual physical inventory control.
• May assign and review work of subordinate personnel; may train others.
• May review, audit, and pay invoices.
• May prepare weekly, monthly, quarterly or annually reports of awards and bid amounts.
• May review and sign purchase orders.

Knowledge, Skills And Abilities

• Knowledge of the State purchasing laws, rules and regulations.
• Knowledge of the principles and practices of volume purchasing of goods and services.
• Knowledge of the various types and grades of commodities and sources of supply.
• Knowledge of inventory control procedures.
• Knowledge of records retention and disposal.
• Ability to gather and analyze technical data relating to the characteristics of highly complex and varied commodities.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to operate a forklift may be required for some positions.

Minimum Qualifications

Training: Bachelor's degree from a regionally accredited college or university.

OR

Substitution: Full-time or equivalent part-time paid experience as described below may substitute for the required training at the rate of one (1) year of experience for 30 credit hours of education.

AND

Experience: Two (2) years of full-time or equivalent part-time paid experience in a broad range of purchasing of commodities or services in a centralized purchasing function for use in the operation of a private industry or governmental unit. Purchasing experience must be for direct use of the industry or governmental unit, not for retail sales.

OR

Substitution: A Master's degree from a regionally accredited college or university may substitute for the required experience at a rate of one (1) year of experience for 15 semester hours of education not to exceed two (2) years.

State employment offers a variety of benefits.