A Day in the Life:

Essential Functions:

Procurement & Contract Management

• Serve as a primary point of contact and subject-matter resource for agency staff, vendors, and stakeholders regarding procurement and contract management activities.
• Ensure procurement activities comply with agency policy and established internal controls.
• Create, process, and track requisitions and purchase orders with appropriate documentation and approvals.
• Review unliquidated PO reports routinely and coordinate encumbrance adjustments as needed.
• Work closely with Finance on spending plans, forecasts, and budget alignment.
• Manage contract workflows in Ironclad following legal review and approval, including routing, execution, and contract record maintenance.
• Track all contracts and MOUs to ensure uninterrupted business operations and accurate records.
• Oversee subscriptions and licenses for the organization.
• Monitor open purchase orders and reconcile discrepancies with Finance.
• Audit vendor invoices against contract terms and purchasing to ensure compliance.

Reporting & Reconciliation

• Support monthly and ad hoc procurement-related reconciliations in coordination with the Finance team.
• Generate individualized reports including but not limited to procurement, contract utilization, and purchasing reports for departments and leadership.
• Track statutory and policy-based reporting requirements and support timely compliance.
• Reconcile contract utilization reports and purchasing activity and communicate any discrepancies or risks to Finance leadership.
• Investigate and resolve procurement, system, and vendor discrepancies in coordination with Finance and other internal stakeholders.

General Duties

• Participate in the creation, documentation, and maintenance of procurement-related standard operating procedures.
• Analyze procurement and contract issues, exercise sound judgment in resolving routine matters, and escalate complex or high-risk issues as appropriate.
• Develop and analyze procurement and contract management data to identify trends, access performance, and recommend process improvements that strengthen efficiency, compliance, and internal controls.
• Support continuous improvement of procurement processes to strengthen consistency, transparency, and internal controls.
• Engage in training to remain current on procurement practices, technologies, and statutory requirements.
• Serve as a resource to internal departments and external vendors on procurement processes and expectations.
• Demonstrate flexibility and teamwork by assisting with tasks outside of regular duties.
• Demonstrate professionalism, discretion, and sound judgment when working with sensitive financial and contractual information.
• Other duties as assigned.
  

What You'll Need for Success:

Qualifications:

Education:

• Bachelor’s degree in accounting, finance, or a related field preferred.
• Any combination of education and/or demonstrated experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position

Experience:

• At least 5 years of experience in finance or related work experience required
• At least 3 years of experience in State government or large enterprise required

Knowledge of:

• Deep understanding of state procurement procedures
• Strong working knowledge of state financial systems, statutes, and procurement procedures.
• Proficient in accounting software and Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, SharePoint, as well as Adobe and other platforms critical to efficiently completing work.
• Experience with and/or knowledge of PeopleSoft E-Procurement or another ERP (Enterprise Resource Planning) Procurement and Financial system is preferred.

Other Requirements:

• Strong analytical and data interpretation skills.
• Familiarity with Indiana Procurement Codes and agency purchasing policies.
• Exceptional verbal and written communication skills.
• Outstanding customer service and problem-solving abilities.