Purchasing Administrator

State of Indiana; Indianapolis (IN); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

Medical plan options

Wellness rewards program

Health savings account

Two fully-funded pension plans

Paid leave benefits

Job summary

State of Indiana is seeking a Purchasing Administrator to manage procurement activities for a wide range of commodities and services in a cost-effective, timely manner. The role involves handling sensitive issues with agency personnel and vendors, supporting upper management decisions, and coordinating procurement in line with Indiana Code.

Successful candidates will complete the DPAP training and pass the DPAP exam within four weeks of hire.

Qualifications

• 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.

Responsibilities

• Interpret and clarify procurement practices to vendors, field personnel and other stakeholders, ensuring compliance with state requirements.
• Manage procurement-related inquiries to ensure proper procedures and budget policies are followed.
• Research to understand product/service characteristics for procurement requests.
• Establish and monitor requisitions, purchase orders, and invoices for timely approvals.
• Determine methods of purchases and obtain bids to identify lowest or best bid.
• Coordinate the close-out process for purchase orders when needed.
• Prepare technical fiscal reports and correspondence for budget owners and leadership staff.
• Communicate effectively with agencies, customers and vendors to maintain positive relationships.

Skills

Purchasing methods

Bookkeeping

PeopleSoft

Communication

Vendor relations

Bid analysis

Education

No degree required

Tools

PeopleSoft Procurement

PeopleSoft Accounts Payable

Job description

Work for Indiana

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 Our MVP Foundation

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.

Role Overview

The Purchasing Administrator serves as a subject-matter expert in procuring a wide range of commodities and services in a cost-effective and timely manner. This role involves handling sensitive issues when working with agency personnel and vendors, while supporting the decisions of upper management. The Purchasing Administrator coordinates and executes State procurement activities in accordance with Indiana Code.

To become a certified buyer for the State, you must complete the Indiana Delegation of Purchasing Authority Program (DPAP) training and pass the DPAP exam within four weeks of your hire date. This training is administered by the Indiana Department of Administration.

This is an onsite position in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

Salary

This position traditionally starts at an annual salary of $47,32.00 but may be commensurate with education and job experience. Use our Compensation Calculator to view the total compensation package.

Responsibilities Include

A Day in the Life:

• 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

• 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

• 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 to 401(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
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

Equal Employment Opportunity

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] .