Purchasing Administrator, Indianapolis, IN, US

Intellibee; Indianapolis (IN); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Long-Term Stability

Comprehensive Health Coverage

401(k) plan

Green Card assistance

Job summary

IntelliBee is seeking a Purchasing Administrator for our Indianapolis, IN location. You will manage procurement activities, ensure compliance with state procurement laws, and coordinate DPAP-related training.

The role requires a strong understanding of contracting, requisitions, and vendor negotiations, with the ability to support upper management decisions. You will be responsible for overseeing contract services, evaluating bids, maintaining documentation, and guiding agency procurement staff.

Qualifications

• Bachelor's degree in Accounting, Finance, Purchasing or Business Management OR 5–8 years of full-time professional experience.
• Broad knowledge of contracting, requisitions and procurement laws, rules, procedures, forms.
• Broad knowledge of state and federal procurement laws, rules and forms.
• Proficiency with E-Procurement management system and Microsoft Office.
• Expertise with project management, financial management and negotiating contracts/bids.
• Strong interpersonal, written and verbal communication skills.

Responsibilities

• Oversee automation-related and traditional contract services.
• Purchase within delegation authority and per laws, rules, procedures.
• Maintain an extensive file system of contracted services.
• Evaluate bids to determine the most responsible vendor.
• Analyze vendor performance and apply state procurement preferences.
• Negotiate, execute and administer contracts and amendments.
• Communicate with staff and vendors to resolve issues.
• Document all purchase processes for auditing purposes.
• Guide procurement agents on procedures and regulations.

Skills

Procurement

Contract management

Vendor management

Negotiation

Excel

Communication

Confidentiality

Education

Bachelor's degree in Accounting/Finance/Purchasing

Tools

eProcurement system

Microsoft Office

PeopleSoft

Job description

Purchasing Administrator, Indianapolis, IN, US

Purchasing Administrator

Role Overview:

The Purchasing Administrator is a subject-matter expert in the procurement of various commodities and services in a cost-effective manner and on a timely basis. You will handle sensitive issues when dealing with agency personnel and vendors, supporting the decisions of upper management. You will coordinate and execute State procurement functions in accordance with Indiana Code.

To be a certified buyer for the State, you must take the Indiana Delegation of Purchasing Authority Program (DPAP) classes and pass the DPAP test within four weeks of the date of hire. The training is conducted by the Indiana Department of Administration.

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.
• Analyze vendor performance issues regarding contract administration 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 statutes.
• 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.

What You'll Need for Success:

You must meet the following requirements to be considered for employment:

• Bachelor of Science degree in Accounting, Finance, Purchasing or Business Management or 5 to 8 years of full-time professional experience.
• 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 able 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

Skill Matrix:

• Professional experience in purchasing administration, procurement operations, or a closely related function. Required 5 Years
• Demonstrated experience in procurement, contract administration, requisition processing, financial mgmt, accounting, or related business operations Required 5 Years
• Knowledge of applicable state and federal procurement laws, regulations, policies, and procedures, including compliance requirements and documentation Required 5 Years
• Demonstrated experience managing procurement contracts, overseeing vendor performance, evaluating bids, and supporting contract negotiations Required 5 Years
• Experience with general project management including financial and conflict management Required 3 Years
• Strong interpersonal, written, and verbal communication skills, with demonstrated ability to establish effective working relationships Required
• Proficiency in Microsoft applications, including Excel, Word, Outlooks, and PowerPoint, to support procurement activities Required
• Advanced proficiency with electronic procurement (eProcurement) systems Highly desired
• Bachelor's degree in Accounting, Finance, Purchasing or Business Management Highly desired
• Experience supporting procurement operations within a government or public-sector environment, preferably within Indiana state government Desired
• Professional procurement certification (e.g., CPPB, CPPO, CPSM, or prior DPAP) Desired
• Experience procuring IT goods and services including software, hardware, and telecom Desired
• Experience coordinating with agency personnel and vendors to facilitate procurement activities Desired

Benefits at IntelliBee

• Long-Term Stability: Join us on a multi-year opportunities with room to grow.
• Comprehensive Health Coverage: Access quality healthcare benefits to keep you and your family well.
• Future Planning: Enroll in our 401(k) program and invest in your financial security.
• GC Assistance: We support immediate Green Card processing, if required.