Procurement Specialist, Senior

State-of-West-Virgini; West Virginia; On-site; USD 85,000 - 115,000; Full time

Job summary

State-of-West-Virgini is seeking a senior procurement professional to lead complex purchasing activities in the General Services Division. The role oversees competitive bidding, contract awards, and compliance with state procurement laws, with signature authority for agency documents.

Responsibilities include requisition accuracy, vendor research, bid preparation for high-value contracts, and supervision of junior staff.

Qualifications

• Bachelor's degree from a regionally accredited college or university.
• Three 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.
• Experience with competitive bidding, open-end contracts, and cost analysis.
• Ability to communicate effectively, both orally and in writing.
• Forklift operation may be required for some positions.

Responsibilities

• Reviews purchase requests for accuracy, completeness and adherence to state requirements; researches and locates potential vendors; prepares requisition documents including specifications, pricing pages, and exhibits; schedules dates for pre-bid meetings, question deadlines and bid openings.
• Tracks and monitors all purchase orders including change orders and contract expiration dates.
• Reviews and approves requisitions and purchase orders ensuring compliance with state purchasing laws, rules, and regulations.
• Prepares complex specifications for goods and services that require competitive bidding.
• Resolves purchasing issues for agency staff, bidders, and vendors; responds to inquiries.
• Prepares and oversees preparation of all requisitions or agreements; tracks current and proposed contracts.
• Audits purchases against contracts for correct items and pricing; makes changes as needed.
• Prepares statistical reports.
• Assigns and reviews work of subordinate personnel; trains others.
• Prepares reports of awards and bid amounts.
• Evaluates market conditions and administers statewide contracts.

Skills

Knowledge of state purchasing laws

Volume purchasing practices

Vendor research

Analytical data gathering

Effective communication

Education

Bachelor's degree (regionally accredited)

Master's degree substitution for experience

Job description

This position is a high-level procurement position in the Business Management Section of the General Services Division. Under limited 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, and serves as lead worker with signature authority for agency procurement documents.

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 and approves requisitions, work 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.

Responsible for auditing purchases for compliance, preparing various reports upon request, assigning and reviewing the work of subordinate personnel, and conducting market research and cost analysis. Will act as back-up to the Procurement Supervisor to fulfil their supervisory responsibilities in their absence. Will assign and review work of subordinate personnel; recommend and provide training to subordinate staff, as needed.

This position is also charged with having a P-card with a larger dollar payment authority, monthly reconciliation and meeting imposed deadlines. This position is designated as “Essential” and tasked with being available during emergency situations, along with the Procurement Supervisor, to make necessary purchases.

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.

• Reviews purchase requests for accuracy, completeness and adherence to state and agency requirements; researches and locates potential vendors; prepares requisition documents including but not limited to specifications, pricing pages, and exhibits; schedules dates for pre-bid meeting, question deadlines and bid openings. Reviews bids, request bid clarifications if necessary; ensures proper registration/compliance with the West Virginia Purchasing Division, West Virginia Secretary of State's Office, Workforce West Virginia, Offices of the Insurance Commissioner, and State Tax Department; awards purchase order to appropriate responsible and responsive bidder.
• Tracks and monitors all purchase orders including all change orders and contract expiration dates.
• Reviews and approves requisitions and purchase orders ensuring compliance with state purchasing laws, rules, and regulations.
• Prepares complex specifications for goods and services that require competitive bidding.
• Resolves purchasing issues for agency purchasing staff, potential bidders, and vendors; responds to inquiries from agency purchasing staff, potential bidders and vendors.
• Prepares and/or oversees preparation of all requisitions or agreements; tracks and maintains current requisitions, pending purchase order awards, awarded purchase orders and proposed future contracts.
• Audits purchases made against agency or statewide open-end contracts for correct items and pricing; makes changes accordingly.
• Prepares statistical reports.
• Assigns and reviews work of subordinate personnel; trains others.
• Prepares weekly, monthly, quarterly and annual reports of awards and bid amounts.
• Evaluates market conditions and agency needs to determine the necessity for agency open-end contracts in assigned commodity area; administers statewide contracts.
• Reviews and signs purchase orders of a specified dollar amount for subordinate specialists and agency purchasing staff.
• 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 produce specifications, price changes and design and capabilities of commodities.
• Conducts cost analysis and price analysis of past, current and proposed purchases.
• Assists in development of minimum standards and specifications for new commodities and/or services.
• May be responsible for the securing of leases and the renewals for the agency.

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 safe handling procedures and shipping methods for equipment and supplies.
• 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 maintain complex inventory.
• Ability to operate a forklift may be required for some positions.

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:Three (3) 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.