Purchasing Administrator 2

State of Indiana - Indianapolis, IN

Full-time | Contract
Work for Indiana
Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

About 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.

The purpose of this position is to optimize the acquisition and life cycle costs of materials, equipment, and services that are necessary for INDOT to perform its mission. To make this contribution, and while working within the laws of the state as implemented by INDOT rules, policies and procedures, this position must keep abreast of the latest technologies and trends related to the transportation industry, as well as the procurement methodologies that facilitate “best value”.

Through the Procurement Section, INDOT purchases upwards of $75 million dollars per year in goods and/or services related to the upkeep and maintenance of Indiana’s highway system and office support systems. Although some purchases are “local”, many of the products and services purchased are centrally coordinated. This involves the use of term contracts, service contract agreements, Request for Proposals (RFPs), Request for Information (RFIs), special purchasing programs and other instruments not established on the local level. Under the supervision of the Procurement Manager, the buyer is responsible to assist 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.

Summary/Objective:
The purpose of The Purchasing Administrator is to optimize the acquisition and life cycle costs of materials, equipment, and services that are necessary for the agency to perform its mission. To make this contribution, and while working within the laws of the state as implemented by agency rules, policies and procedures, this role must keep abreast of the latest technologies and trends as well as the procurement methodologies that facilitate “best value”.

Some purchases are “local”; many of the products and services purchased are centrally coordinated. This involves the use of term contracts, service contract agreements, Request for Proposals (RFPs), Request for Information (RFIs), special purchasing programs and other instruments not established on the local level. Under the supervision of the Procurement Manager, the buyer is responsible to assist 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.

Essential Job Responsibilities:The essential functions of this role are as follows:
Develop solicitations and procurement contracts;
Review and evaluate vendor proposals and offers;
Review and research, as necessary, to understand the product or service characteristics of the procurement request;
Interpret and clarify principles, practices and procedures applicable to the agency’s procurement to vendors, field procurement agents, and other parties;
Evaluate the capability of prospective vendors and performance of vendors under contract;
Research and review evidence submitted with award protests and allegations of “mistakes in award(s)”;
Prepare correspondence and supporting documentation for the resulting determinations for review and signature by the Procurement Manager;
Research and review evidence submitted with contract administration and vendor performance issues;
Prepare correspondence and supporting documentation for the resulting determinations for review and signature by the Procurement Manager;
Evaluate the procurement cycle based on contract compliance issues and recommend improvements for better specifications defining the level of quality to avoid disputes, addition of dispute resolution clauses;
Advise management of market and vendor conditions, which will affect contract pricing and/or performance;
Develop alternate sources in the interest of ensuring a continued commercial base of reasonably priced products and services that will meet agency needs and can be acquired using public procurement practices;
Promotes the increase of Minority & Women Owned Business and Indiana business participation;
Participates on various committees with other state agencies;
The job description 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.

Preferred Experience:Requirements:
7 yrs of full time professional experience in Accounting, Business Administration, Purchasing or as a Fiscal Officer ;
General knowledge and ability to interpret and apply state and federal laws, rules, regulations and departmental administrative policies and procedures relating to procurement;
General knowledge of types, characteristic sources and market factors of various material, equipment and service categories;
Understanding of basic bookkeeping and budgeting principles;
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;
Project management and coordination skills;
Critical thinking and analysis skills;
Ability to distinguish between wants and needs in evaluating a situation;
Ability to facilitate meetings with department and with vendors;
Excellent interpersonal skills;
Negotiation and arbitration skills.
Aptitude for dealing with technically oriented documents and their materials related to a wide variety of commodity areas;
Recognize proprietary or other confidential information;
Managerial skills;
Complex problem resolution skills.

Supervisory Responsibilities/Direct Reports:
This role does not provide direct supervision to direct reports.

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

Four (4) medical plan options (including RX coverage) and vision/dental coverages
Wellness program (offers eligibility into a discounted medical plan)
Health savings account (includes bi-weekly state contribution)
Deferred compensation account (similar to 401k plan) with employer match
Two (2) fully-funded pension plan options
Group life insurance
Employee assistance program that allows for covered behavioral health visits
Paid vacation, personal and sick time off
Competitive leave policies covering a variety of employee needs
12 company paid holidays, 14 on election years
Qualified employer for the Public Service Loan Forgiveness Program
New Parent Leave
If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.

Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer