Purchasing Administrator

State of Indiana; Indianapolis (IN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical plan options

Wellness rewards

Health savings account

457(b) employer match

Pension plans

Paid leave benefits

Education reimbursement

Life insurance

Employee assistance program

Free Parking

Job summary

The State of Indiana, Department of Child Services, seeks a procurement specialist to support purchasing operations across its agency. You will manage requisitions, POs, and bids, ensuring compliance with Indiana rules while coordinating with vendors and internal stakeholders.

Extensive experience with PeopleSoft Procurement and AP, strong communication skills, and the ability to work within budget policies are required.

Qualifications

• Extensive knowledge of purchasing laws and regulations established by the state and agency.
• Knowledge of bookkeeping principles and practices for maintaining accurate purchasing records.
• Extensive knowledge of PeopleSoft Procurement and Purchasing modules, with knowledge of PeopleSoft Accounts Payable Module.
• Ability to prepare reports and maintain accurate statements of inventory, contracts, and related financial statements.
• Ability to initiate correspondence for purchasing processes and establish agency goals.
• Ability to prepare and interpret simple specifications and analyze bids.
• Effective communication with state agencies, external and internal customers, and vendors.
• Ability to perform essential functions with or without reasonable accommodation.

Responsibilities

• Interpret procurement policies and procedures to ensure compliance with state laws and regulations.
• Manage procurement-related inquiries to ensure proper procedures and budget policies are followed.
• Research product characteristics for procurement requests.
• Maintain requisitions, purchase orders, and invoices to ensure timely approvals.
• Determine methods of purchases and obtain bids for lowest or best value.
• Respond to inquiries from vendors, employees, the public, and government officials.
• Coordinate PO close-out processes when needed.
• Prepare technical fiscal reports and correspondence for budget owners and leadership staff.
• Interpret state, federal rules and regulations related to procurement.

Skills

Purchasing knowledge

Bookkeeping basics

PeopleSoft Procurement

PeopleSoft Accounts Payable

Inventory reporting

Communication

Vendor relations

Tools

PeopleSoft Procurement

PeopleSoft Accounts Payable

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 Department of Child Services (DCS):

Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions!

The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon ourMVPfoundation:

Mission: Champion Indiana’s future by protecting children and strengthening families with compassion and determination.
Vision: Every child in Indiana thrives in a safe, loving, forever home.
Purpose: Ignite hope. Cultivate joy.

A Day in the Life:

Responsibilities include:

• Interpret and clarify the procurement, practices, and procedures of vendors, field personnel, and other interested parties apprising then of legal requirements in state procurement activities.
• Manage all Procurement related customers inquiries to ensure proper procurement procedures are implemented and budget policies are adhered to.
• Research to understand the product of service characteristics of the procurement request.
• Establish and monitors requisitions, purchase orders, and invoices for purchases to ensure requisitions are approved in a timely manner.
• Determine methods of purchases and obtains bids on specific requisitions to determine lowest and/or best bid based upon the funds to be utilized, amount of bid and priority of purchases.
• Answer routine and sensitive inquiries from vendors, employees, the general public and government officials.
• Coordinate the purchase order Close-out process when needed.
• Prepare technical fiscal reports, records, and other correspondence for budget owners and district leadership staff.
• General knowledge and ability to interpret and apply state, federal, rules and regulations relating to procurement.
• Ability to generate and maintain effective communications, good working relationships, and a positive image with suppliers, coworkers, and other state employees/officials by promoting courtesy, objectivity, and fairness.

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.

What You'll Need for Success:

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

• Extensive knowledge of purchasing methods, procedures, laws, and regulations establishes by the state and agency.
• Knowledge of bookkeeping principles and practices related to the maintenance of accurate and systematic purchasing records.
• Extensive knowledge of PeopleSoft Procurement and Purchasing modules, with knowledge of PeopleSoft Accounts Payable Module.
• Ability to prepare report and maintain accurate statements of inventory, contractual agreements, and related Financial Statements.
• Ability to initiate correspondence for purchasing processes; to establish agency goals.
• Ability to prepare and interpret simple specifications and to analyze bids
• Effectively communicate with different state agencies, external and internal customers, and different vendors.
• Ability to develop effective relationships with vendors and contract service professionals.
• Ability to discover, reconcile and report discrepancies in purchasing agreements and accounts.
• Ability to perform all functions in a timely manner.
• Ability to perform essential functions with or without reasonable accommodation

A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

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 benefits package for full-time employees that 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 in 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].