Purchasing Specialist

Job Title: Purchasing Specialist
Location: Indianapolis, IN
Duration: 6+ Months 

Role Overview

The Purchasing Administrator / Specialist 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 while supporting upper management decisions. In this role, you will coordinate and execute State procurement functions in accordance with Indiana Code.

Certification Requirement: To be a certified buyer for the State, you must complete the Indiana Delegation of Purchasing Authority Program (DPAP) classes and pass the DPAP test within four (4) weeks of hire. Training is provided by the Indiana Department of Administration.

Key Responsibilities (A Day in the Life)

• Provide administrative oversight for both automation-related and traditional contract services.

• Purchase on behalf of the agency within a pre-determined delegation authority and consistent with agency purchasing/procurement laws, rules, regulations, and procedures.

• Maintain a substantial file system covering all services or items contracted by the Agency.

• Perform vendor bid/quote evaluations to determine the most responsible and responsive vendors.

• Analyze vendor performance issues regarding contract administration and apply State-described vendor percentage preferences to purchases.

• Negotiate, execute, and administer contracts, QPA Agreements, and amendments.

• Communicate with staff and outside vendors to solve problems, address complaints, and facilitate timely purchase processing.

• Document purchase processes fully and accurately for auditing purposes; ensure all procurement-related documents are complete and precise.

• Act as a resource to guide and assist agency procurement agents regarding procedures, policies, and regulations.

• 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.

Required Skills & Experience:

• 5+ Years: Professional experience in purchasing administration, procurement operations, or closely related functions.

• 5+ Years: Experience in procurement, contract administration, requisition processing, financial management, accounting, or business operations.

• 5+ Years: Knowledge of state and federal procurement laws, regulations, policies, procedures, compliance requirements, and documentation.

• 5+ Years: Demonstrated experience managing procurement contracts, overseeing vendor performance, evaluating bids, and supporting contract negotiations.

• 3+ Years: Expertise in general project management, including financial management, conflict management, and bid/contract negotiations.

• Communication & Software: Strong interpersonal, written, and verbal communication skills. Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).

• Background Check: Must be eligible to be bonded, able to maintain confidentiality, and handle financial documents accurately.

Highly Desired / Preferred:

• Education: Bachelor of Science degree in Accounting, Finance, Purchasing, Business Management, or equivalent professional experience.

• System Knowledge: Advanced proficiency with electronic procurement (eProcurement / PeopleSoft) systems.

• Public Sector: Experience supporting procurement operations within a government or public-sector environment (preferably Indiana State Government).

• Certifications: Professional procurement certification (e.g., CPPB, CPPO, CPSM, or prior DPAP).

• IT Procurement: Experience procuring IT goods and services (software, hardware, telecom).
  
  
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