Procurement Specialist, Senior

Posting number: GSD27003 PSA

Department: Administration - General Services

Job classification: Procurement Specialist, Senior

Posting type: **PSA** CLASSIFIED-EXEMPT WITH ONLINE APPS

Categories: Business

Summary

This position is a high-level procurement position in the Business Management Section of the General Services Division. Under limited supervision and in an environment where priorities are ever-changing, this position performs advanced-level purchasing of a wide variety of goods and services, ranging from small dollar purchases to multi-million dollar design and construction contracts that require great attention to detail and knowledge of AIA documentation.

This role is responsible for overseeing the competitive bid process, reviewing and awarding purchase orders, ensuring compliance with state purchasing laws, and serves as lead worker with signature authority for agency procurement documents.

Daily responsibilities include ensuring requisitions are accurate and compliant, researching potential vendors, preparing the appropriate documents, scheduling pre-bid meetings and bid openings. Also responsible for tracking and monitoring Agency and Central purchase orders. Reviews and approves requisitions, work directly with GSD requestors to prepare complex specifications for needed goods and services while ensuring we follow procedures for competitive bidding. Will be responsible for resolving any purchasing issues for internal staff as well as assisting vendors.

Responsible for auditing purchases for compliance, preparing various reports upon request, assigning and reviewing the work of subordinate personnel, and conducting market research and cost analysis. Will act as back-up to the Procurement Supervisor to fulfil their supervisory responsibilities in their absence. Will assign and review work of subordinate personnel; recommend and provide training to subordinate staff, as needed.

This position is also charged with having a P-card with a larger dollar payment authority, monthly reconciliation and meeting imposed deadlines. This position is designated as “Essential” and tasked with being available during emergency situations, along with the Procurement Supervisor, to make necessary purchases.  

The work this position is responsible for requires specialized knowledge of state purchasing laws, strong analytical and organizational skills, and the ability to communicate effectively with differing personalities and experience levels. Preference will be given for having previous experience working in wvOASIS performing procurement functions.

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Examples of duties

• Reviews purchase requests for accuracy, completeness and adherence to state and agency requirements; researches and locates potential vendors; prepares requisition documents including but not limited to specifications, pricing pages, and exhibits; schedules dates for pre-bid meeting, question deadlines and bid openings. Reviews bids, request bid clarifications if necessary; ensures proper registration/compliance with the West Virginia Purchasing Division, West Virginia Secretary of State's Office, Workforce West Virginia, Offices of the Insurance Commissioner, and State Tax Department; awards purchase order to appropriate responsible and responsive bidder.
• Tracks and monitors all purchase orders including all change orders and contract expiration dates.
• Reviews and approves requisitions and purchase orders ensuring compliance with state purchasing laws, rules, and regulations.
• Prepares complex specifications for goods and services that require competitive bidding.
• Resolves purchasing issues for agency purchasing staff, potential bidders, and vendors; responds to inquiries from agency purchasing staff, potential bidders and vendors.
• Prepares and/or oversees preparation of all requisitions or agreements; tracks and maintains current requisitions, pending purchase order awards, awarded purchase orders and proposed future contracts.
• Audits purchases made against agency or statewide open-end contracts for correct items and pricing; makes changes accordingly.
• Prepares statistical reports.
• Assigns and reviews work of subordinate personnel; trains others.
• Prepares weekly, monthly, quarterly and annual reports of awards and bid amounts.
• Evaluates market conditions and agency needs to determine the necessity for agency open-end contracts in assigned commodity area; administers statewide contracts.
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