Procurement Officer

About the role

Coordinates contract and procurement functions for the agency. Reviews requisitions and specifications and determine acquisition method. Complete, independently, all related actions concerning competitive bidding, evaluations, negotiations, award, and close out, ensuring compliance with all State Purchasing Statutes and Agency Purchasing Policy and Procedures.

Responsibilities

• Create all ePro requisitions, purchase orders, and all required documentation required by OMES Central Purchasing and OMES Construction and Properties using the Statewide Accounting System (PeopleSoft).
• Maintain an excel file to log all requisitions and purchase orders issued and subsequent change orders.
• Verify all proper approvals have been obtained on internal requisition documents and proper funding/chart field codes.
• Maintain complete purchasing files, including any change orders and upload scanned documents to an online repository.
• Provide technical guidance and training for agency staff and suppliers.
• Act as the agency liaison to OMES Central Purchasing and Construction and Properties.
• Perform contract monitoring to ensure compliance with contract specifications.
• Prepare and provide reports related to the agency’s purchasing activity, close out purchase orders for completed projects, and release any remaining encumbrances.
• May serve as the agency Purchase Card (P-Card) Administrator or back-up P-Card Administrator, maintaining all agency files and reports related to the P-Card program.
• Train and educate all agency P-Card holders and approve changes to the state P-Card program.
• Assist with and respond to various audits requests for information and provide any backup documentation as requested.

Requirements

• Educational Requirement: Associate degree or two years of college, with preference for Business, Finance or Accounting coursework or closely related field. Four years of State of Oklahoma purchasing experience may substitute for education requirement.
• Experience Requirement: Two years’ related experience in purchasing. Preference will be given to current State of Oklahoma Certified Procurement Officers and experience using PeopleSoft financials software.
• Knowledge and Skills: Extensive contact with Department employees, outside vendors, and other state agencies in person, by telephone, and in writing. Knowledge of acquisition methods and procedures pertaining to the acquisition of a wide variety of goods and services, of factors involved in writing specifications, of competitive bid methods and procedures, of State Purchase laws and regulations, pricing methods and market resources, of office procedures and practices. Ability is required to communicate effectively, both orally and in writing, to conduct several projects simultaneously, to evaluate bids and award contracts, to write and review purchase specifications and requisitions and monitor contract performance. Must have a working knowledge of Microsoft Office and similar applications. Will be required to obtain and maintain Certified Procurement Officer Certification.

Qualifications

The ability to lift and carry standard office equipment and supplies up to 25 pounds and operate a vehicle. Establish and maintain effective working relationships, work independently, and be professional and courteous with the public, employees, and other agencies. Communicate clearly and effectively in public speaking situations and be able to express oneself clearly and concisely in writing. Use a personal computer and various office equipment.