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.
At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana 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.
Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.
About the Indiana Department of Correction (DOC):
We promote public safety by providing meaningful, effective opportunities for successful re-entry. As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity, and professionalism.
Salary Statement:
The salary for this position traditionally starts at $47,320.00 per year but may be commensurate with education and/or experience.
About the Job:
This position must be professional and exhibit strong leadership skills. The position oversees the procurement functions for Department of Correction (DOC). Incumbent serves as the Lead Buyer responsible for procurement functions for Business Unit 615 of the Indiana Department of Correction and as the point of contact for procurement field staff for 20 facilities, Regional Finance Directors, Construction Services staff and 10 Central Office staff for any questions, problem solving issues and to provide training. The purpose of this position is to optimize the acquisition and life cycle costs of materials, equipment, and services that are necessary for DOC to perform its mission. 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 Quotes (RFQs), Request for Proposals (RFPs), special purchasing programs and other instruments not established on the local level. Under the supervision of the Head Procurement Agent, Controller, incumbent 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 includes soliciting, evaluating, recommending for award, and issuing purchase orders on behalf of the divisions/districts for those items that do not appear on an existing QPA Agreement.
A Day in the Life:
The essential functions of this role are as follows:
- Directs Procurement for Central Office
- Purchases supplies, materials, services and equipment for the Agency in accordance with established guidelines. Processes purchase requisitions and awards purchases as appropriate.
- Collaborates with department personnel regarding items and services purchased. Reviews bid specifications and requirements of operating department to ensure they are reasonable and not overly restrictive.
- Determines potential vendors to be solicited for quotes, bids, and requests for proposals. Researches and identifies potential vendors as necessary.
- Reviews price quotes, availability of items and/or services, determines compliance to specifications and/or qualifications, and makes purchases recommendations to the department. Negotiates with vendor representatives as required.
- Maintains contacts with vendors assuring prompt delivery, adherence to specifications, and proper pricing.
- Work directly with Contract Compliance to ensure Agency compliance with contract deadlines
- Ensures that needed supplies, materials, services and equipment are available when required. Coordinates with vendors when substitute items have to be provided.
- Determines method of purchase such as direct purchase, special procurement or bid. Prepares purchase orders or bid requests for payment.
- Receives and inspects shipments of supplies and materials for completeness. Matches invoices to purchase orders checking for prices and quantities. Follow-up with vendor for missing items and/or incorrectly billed invoices
- Responds to problems with supply orders and attempts to resolve them.
- Advises departments/districts on products, purchasing options, and purchasing policy
- Oversee vendor compliance and notify Indiana Department of Administration (IDOA) of issues
- Maintains procurement files for BU615 Central Office, BU621 Parole, BU623 Heritage Trails Correctional Facility (HTCF) & BU645 New Castle
- Review State fiscal year-end guidelines. Responsibilities include PO and requisition clean-up for BU615. Run reports and work with staff to review any issues and/or submit any GMIS ticket(s).
- Effective oversight of inquiries from State Board of Accounts (SBOA) to provide documentation during procurement audit.
- Weekly, quarterly and monthly General Ledger entries. Maintain journal files and communicate with RFD’s, Central Office staff and other agencies for journal approvals and ensure deadlines are met.
- Assign asset tag #’s on any Central Office purchase; coordinate with RFD’s and Uniform Distribution Center (UDC) to obtain asset tag information on purchases delivered to facilities.
- Perform research to answer inquiries from internal and external customers
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:
- Five (5) years of experience in contracting, accounting, business administration, purchasing, or as a fiscal officer or accredited college training in a related field
- Broad knowledge of Procurement Codes and Procedures
- Extensive knowledge of all source materials and references, including Federal and State laws governing Procurement
- Extensive knowledge of PeopleSoft Procurement and Purchasing modules
- Complete Delegation of Purchasing Authority Program (DPAP) Certification Process
- Knowledge of General Ledger journal entries
- Knowledge of State Contract Laws, Codes and Procedures
- Ability to maintain effective working relationship with external and internal customers
- Ability to communicate effectively orally and in writing
Supervisory Responsibilities/Direct Reports:
This role may serve as a team lead for an assigned work group.
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 recruit, select, develop, and promote 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 accommodation in completing this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected]
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.
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