Senior Procurement Specialist

Overview

This position is responsible for managing all phases of procurement for multiple IFD divisions and administering the department’s travel processes. The incumbent in this position will review and process division requisitions and purchase orders, and serve as a liaison between IFD divisions, vendors, City Purchasing, and Accounts Payable. The position also oversees the full travel process, including the issuance of travel authorizations and expense reports, while ensuring compliance with policies related to both the purchasing card and travel card programs. The incumbent must have thorough knowledge of the policies and procedures established by the City’s purchasing agency, which governs many of the position’s functions. Compliance with applicable Council ordinances and state laws is also required. Where governing laws or policies are not explicit, the incumbent is expected to exercise independent judgment and initiative in decision-making and in the interpretation of policies as they relate to specific circumstances. This role requires a high degree of autonomy in managing complex purchasing and travel-related matters. The position reports directly to the Chief Financial Officer (CFO).

Agency Summary
The purpose and mission of the Indianapolis Fire Department is to provide emergency and fire protection services for the City of Indianapolis and surrounding areas. Firefighters are also trained as paramedics, emergency medical technicians, extrication specialists, top water and rescue divers, confined space, trench rescue and as hazardous materials technicians to help save lives, protect property, and the environment. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County.

Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

• Manages all division travel requests and expense reports utilizing PeopleSoft
• Processes approved travel-related paperwork encumbers agency funds for employee travel and expenses
• Secures arrangements for business related travel when necessary
• Maintains reports of approved travel requests and travel expenses
• Create and maintain requisitions, purchase orders, vouchers, and receipts to ensure equipment, supplies, and services are received and payments are processed and paid in a timely manner to support the agency
• Determines appropriate method of competition as established by procurement state statute, rules, regulations, and policies
• Research and evaluate purchases and related services, supplies and equipment based on price, service, quality, and warranty to meet the needs of the agency
• Completes purchase transaction ensuring all required documents are available for public record
• Responsible for all aspects of the agency’s usage of the city P-card program and benefits
• Drafts form-approved and non-form-approved contract agreements and oversees all phases of the digital contracts process and ensures the appropriate contract documents are provided
• Attends monthly city accounts payable/purchasing (CAPP) meetings prepared to provide procurement updates to CFO
• Serve as liaison between vendors, IFD, and city agencies (OFM, Purchasing, Accounts Payable, and Fleet Services)
• Responsible for accurately and timely monthly reporting to the Office of Minority Business
• Must maintain confidentiality at all times

Qualifications

Associate’s degree in business management, Accounting Principles, or related field with two (2) years’ experience in an accounting or procurement position. Ability to effectively communicate both orally and in writing with a diverse customer base. Proficiency in Microsoft Office and other purchasing software systems including Microsoft Office. Must be able to prioritize projects and meet deadlines. Must have a fundamental knowledge of procurement rules, updated citywide agreements, and other items being paid by either card.

Preferred Job Requirements and Qualifications
Bachelor’s degree in business management, Accounting Principles, or related field with one (1) year experience in an auditing, purchasing, or accounts payable position.

Independent Judgment

Working Conditions
Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions.

Physical Conditions

• Sitting at a desk the majority of the day
• Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10) pounds
• Tasks may involve extended periods of time at keyboard or workstation
• Tasks require the ability to perceive and hear sounds and see visual cues or signals