Purchasing Administrator I Fiscal Division

To serve as a civilian employee of the Indiana State Police whose primary responsibility is to lead and supervise the procurement and purchasing operations of the Fiscal Division oversee administration of the contracts process provide oversight of asset management functions ensure compliance with all Indiana Department of Administration procurement rules and regulations and exercise direct supervision over assigned personnel.

• Initiate and oversee procurement requests for goods and services.
• Verify invoices against purchase orders so payments can be made to vendors.
• Communicate with commanders regarding procurement requests to ensure appropriate goods and services are received as requested.
• Review unliquidated requisitions and purchase orders in PeopleSoft to ensure they are correct.
• Meet with IDOA procurement when needed to resolve purchasing and contract process issues.
• Oversee all IDOA procurement audits and ensure corrective actions are implemented.
• Manage and oversee the agency contracts process including preparation review routing tracking and compliance monitoring of contract documents.
• Directly supervise assign work to train evaluate and counsel buyers and relevant clerical staff.
• Serve as acting Fiscal Section supervisor in the absence of the Director and Assistant Director and the Accountant Supervisor III with full supervisory authority.
• Provide leadership and oversight for all purchasing related to the capital budget.
• Direct and manage all aspects of the procurement and purchasing process for Department purchases.
• Oversee the management of contract preparation documentation routing and monitoring to ensure compliance with state requirements and continuity of services.
• Serve as the Head Procurement Agent for the Agency.
• Act as liaison between Indiana State Police and the Department of Public Works on all public works projects.
• Communicate with vendors as needed to complete procurement requests and resolve issues that may occur.
• Analyze quote packages and contract documentation when received from vendors and select the appropriate vendor in accordance with state policy.
• Enter requisitions and purchase orders in PeopleSoft.
• Verify invoices against purchase orders so payments can be made to vendors.
• Manage monthly reconciliation in PeopleSoft to meet budgetary constraints.
• Provide training guidance and procedural oversight to Division personnel in correct purchasing procurement and contract processing procedures to ensure proper processing.
• Serve as liaison between Logistics Division and Fiscal Division to ensure all Department assets are classified tagged and tracked in the Asset Management program.
• Process supply orders for departments.
• Run Encompass year-end reports to ensure all purchase orders roll correctly to the next fiscal year.
• Supervise mentor and conduct performance management for subordinate personnel including setting expectations monitoring workload approving time and ensuring quality and timeliness of work.
• Provide procurement and contracts process leadership and operational support to the Division Director.
• Perform other duties as required.

• Must be a high school graduate or equivalent G.E.D.
• Bachelors Degree or 710 years of related work experience in a related field required.
• Knowledge of state procurement procedures and contracts administration processes.
• Knowledge of asset management procedures.
• Demonstrated ability to supervise staff delegate assignments manage workflow and provide performance oversight.
• Ability to work with computerized word processing spreadsheets databases and specialized software.
• Ability to operate and maintain office equipment.
• Ability to maintain confidentiality.
• Ability to function independently while providing direction and leadership to others.
• Must be able to access input retrieve and analyze information using a computer.
• Ability to communicate effectively both verbally and in writing.
• Must be able to organize file and retrieve information.
• Must be able to proofread documents for accuracy.
• Must be able to work with minimal supervision prioritize work and meet deadlines.

Must be able to successfully pass a background investigation. Applicants are asked to submit a complete work history. All applicants are required to submit copies of their high school transcript or GED certificate any college transcripts technical certificates and a military DD214 (if applicable). Please attach these documents to your online application. If you are unable to attach these documents as requested please email the documents to and indicate your name and the position for which you have applied when forwarding all attachments.