Purchasing Administrator

State of Indiana; Indianapolis (IN); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Health plans

Paid time off

Education reimbursement

Free Parking

LinkedIn Learning access

Job summary

Indiana Department of Transportation (INDOT) in Indianapolis seeks a Purchasing Administrator to optimize acquisition and life cycle costs for materials, equipment, and services. You will work under the Procurement Section to ensure value and compliance across central purchasing programs.

The role involves soliciting, evaluating, and awarding bids, coordinating with vendors and division staff, and guiding procurement methods.

Qualifications

• Experience in contracting, requisitions and purchasing/procurement.
• Knowledge of state and federal procurement laws, rules and forms.
• Ability to negotiate contracts and bids.
• Experience with E-Procurement systems and Microsoft Office.

Responsibilities

• Provide administrative oversight of automation-related and traditional contract services.
• Purchase on behalf of the agency within delegated authority and in compliance with laws and procedures.
• Maintain extensive file systems for all contracted services or items.
• Evaluate vendor bids/quotes to determine the best value for purchases.
• Communicate with staff and vendors to resolve issues and ensure timely purchases.
• Document all purchase processes for audit purposes.

Skills

Contracting & procurement

Budgeting & financial management

Negotiation

Project management

Regulatory compliance

Tools

E-Procurement system

Microsoft Office

Job description

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Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state's quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.

Role Overview:

The Purchasing Administrator position serves as a Buyer within the Central Office Procurement Section. The purpose of the Buyer's position is to optimize the acquisition and life cycle costs of materials, equipment and services that are necessary for INDOT to perform its mission.Through the Procurement Section, INDOT purchases upwards of $75 million dollars per year in goods and/or non-professional services related to the upkeep and maintenance of Indiana's highway and office support systems.

Although some purchases are less than $2,500 and purchased locally, many of the products and services purchasing are centrally coordinated. This involves the use of QPA Agreements, special purchasing programs, strategic sourcing programs and other instruments not established on the local level. Under the supervision of the Procurement Supervisor, the buyer is responsible for assisting in facilitating many of the goods and/or services purchased under these programs to ensure that the State's true needs are met both effectively and economically.

This position is responsible, for example, to solicit, evaluate and award bids for single purchases exceeding $2,500 for arrow boards, automotive & truck parts and repairs, construction equipment, rental & dump truck parts, snowplow & spreader parts, tires, vehicle/aircraft related. This position works closely with vendors to resolve vendor protests and address vendor's questions regarding the bid process or specifications. This position also works closely with division/district personnel to explain the procurement process and advise on the proper procurement method to utilize in the acquisition process.

Location:

This position is with INDOT's Central Office in Indianapolis.

The salary for this position traditionally starts at$59,800.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life:

The essential functions of this role are as follows:

• Provide administrative oversight of both automation-related and traditional contract services.
• Purchase on behalf of the agency within a pre-determined delegation authority and consistent with agency purchasing and procurement laws, rules, regulations, and procedures.
• Maintain a substantial file system covering all services or items contracted for by the Agency.
• Perform vendor bid/quote evaluations to determine most responsible and responsive vendor for purchase process.
• Apply State-described vendor percentage preferences to purchases.
• Negotiate, execute, and administer contracts, QPA Agreements and amendments
• Communicate with staff and outside vendors as necessary to solve problems, address complaints, and facilitate the timely processing of purchases.
• Document fully and accurately all purchase processes for auditing purposes.
• Ensure that all procurement-related documents are completed fully and accurately.
• Act as a resource to provide guidance and assistance for agency procurement agents concerning procedures, policies, and regulations governing all purchasing and contract activities.
• Troubleshoot agency functional issues in PeopleSoft eProcurement, Purchasing, Sourcing, and Supplier Contract Management.
• Establish and maintain assessment criteria according to current procurement rules and statute.

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Broad knowledge in contracting, requisitions and purchasing/procurement, accounting, business administration, fiscal management, or related experience.
• Broad knowledge of state and federal procurement laws, rules, procedures, practices, and forms.
• Extensive knowledge specific to overseeing and managing contracts.
• Broad knowledge and advanced proficiency with E-Procurement management system and ability to use the Microsoft Suite software.
• Expertise with general project management including financial management, and conflict management.
• Ability to negotiate contracts and bids.
• Inter-personal relationship skills are a must, and strong communicators with positive attitudes will be most successful in the established work environment.
• Ability to maintain confidentiality.
• Eligible to be bonded and ability to accurately handle financial documents.

You must satisfy the following requirements to continue employment:

• Required to take initial Indiana Department of Administration Purchasing and Procurement training and to attend any further required training.

A degree is not required. However, at least 5 - 8 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b)account (similar to401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
  • 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
  • Up to 15 hours of paid community service leave
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .