Senior Purchasing Administrator

Senior Purchasing Administrator Date Posted: Aug 23, 2024 Requisition ID: 448534 Location: Indianapolis, IN, US, 46204 Work for IndianaBegin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse 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. At the State of Indiana, we don’t just talk about diversity and inclusion—we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population. As a proud equal opportunity employer, 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. About the 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. Role Overview: The Senior Purchasing Administrator serves as a buyer within the Central Office Procurement Section. 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. Through the Procurement Section, INDOT purchases upwards of $175 million dollars per year in goods and/or non-professional services related to the upkeep and maintenance of Indiana's highway and office support systems. Although some purchases are less than $2,500 and purchased locally, many of the products and services purchasing are centrally coordinated. This involves the use of QPA Agreements, special purchasing programs, strategic sourcing 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. This position is responsible to solicit, evaluate and award bids for single purchases exceeding $2,500 for alarm systems, building materials, elevator services, HVAC, hazardous waste, road salt, safety supplies & boot program, scrap metal/tires, spill containment & fuel services, and wastewater treatment. You will work closely with vendors to resolve vendor protests and address vendor's questions regarding the bid process or specifications. And also work closely with division/district personnel to explain the procurement process and advise on the proper procurement method to utilize in the acquisition process. Essential Skills:

Experience with Peoplesoft eProcurement or another Enterprise Resource Planning (ERP) Procurement and Financial System.

Extensive knowledge in the use of Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat Pro, OneDrive, Sharepoint, Vizio and web-browsing.

Strong verbal and written communication skills to effectively communicate with public, vendors and internal employees.

Salary:

The salary for this position traditionally starts at $59,800.00 but may be commensurate with education or work experience.

Location:

This position is located in INDOT’s Central Office, Indianapolis.

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 statute.

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.

Effective communication skills.

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 ability 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​

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 benefit package for full-time employees which 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

Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

Deferred compensation 457B account (similar to 401k 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

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 on 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. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

If you are a qualified individual with a disability and require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [emailprotected] .

The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

Current Employee? Click here (https://performancemanager8.successfactors.com/sf/careers/jobsearch?bpltecompany=indianaoff) to apply.