Procurement Administrator

Schedule: Full-time

The Supreme Court of Ohio is seeking to fill the position of Procurement Administrator in the Office of the Chief Fiscal Officer. This position will serve as an essential business partner position with other departments to administer the Court’s procurement function in compliance with State public buying standards and Court Administrative policies.

What You'll Do:

Provide guidance, support, and training to divisions, offices, and units of the Court regarding procurement needs, contract development, and effective contract administration. The Procurement Administrator is involved in the initial review and drafting of contracts.

Manage formal competitive solicitations, primarily Requests for Proposals (RFPs) and Requests for Qualifications (RFQs), from issuance to contract award. Tasks include development and monitoring of acquisition plans, assisting in the development of the requirements, preparation of solicitations or bid packages, conducting pre-proposal meetings, development of evaluation tools, guidance and oversight of evaluation committees, conducting contract negotiations, recommending selections, reviewing and assisting with the drafting of contracts, and completing vendor debriefings.

Oversee the screening of purchase requisitions assuring accuracy and compliance with administrative policies; enters or corrects procurement information in the OnBase workflow system; reviews and maintains procurement logs and reports; and makes recommendations to supervisor. Confers with vendors, manufacturers, and distributors on daily basis regarding delivery, pricing and quantity and provides follow-up on outstanding purchases. Utilizes state issued payment card and maintains log. Works with Fiscal staff to resolve issues with payment processing and Ohio Administrative Knowledge System related issues. Monitors deliverables. Confirms that orders are filled accurately and timely. Corrects inconsistencies between requisitions and deliverables. Expedites delivery of purchases.

Write and design technical standards and specifications for formal competitive bidding of contracts; prepare required documents using specifications, knowledge of industry trends, federal and state regulations, and procurement standards to maximize chances for effective award; design proper contract language consistent with federal and state regulations and policies to allow for logical evaluation of competing bids and to allow for post-award contract enforcement; and distributes formal solicitation and contract documents to vendors. Work with other divisions, offices, and units of the Court to ensure contract performance and compliance by vendors.

Supervise staff responsible for the routine procurement of the Court’s supplies and materials.

Solicits opinions from customer offices regarding vendor performance and negotiates resolution of problems to guarantee customer satisfaction and to protect the Court’s business interests; maintains contact with key customer office personnel; participates in state procurement professionals’ group, and maintains contact with industry representatives to stay abreast of industry trends.

Operate a personal computer for internal communications, to gather information on vendors and contracts, and to communicate with customer offices within the Court; maintain logs and prepare reports; and develop new contracts based on customer input and industry/technology development.

Develop and modify internal procurement policies and procedures to ensure compliance with federal and state regulations as well as with public procurement standards.

Maintain files (e.g., procurement files), responds to telephone inquiries, maintains and generates reports and logs for the Court, and performs other related duties.

What’s in it for you:

The Supreme Court of Ohio offers a generous compensation package which includes salaries reviewed annually for market adjustments; health, vision, dental, and life insurance; 14% employer contribution to the state retirement plan (OPERS); tuition reimbursement; flex time; and paid vacation, personal and sick time earned in the first month of employment.

What we’re looking for:

Bachelor’s degree is required with coursework in procurement, materials management, contract management, acquisition management, logistics, or another procurement-related field. A Certified Public Procurement Officer certification will be considered a plus.

Requires five years’ experience in procurement with responsibility for formal competitive solicitations, primarily RFPs and RFQs from issuance through contract award, reviewing purchase requisitions, evaluating vendor responses, communicating with vendors, reviewing contractual language, and awarding of contracts. Experience with State of Ohio procurement will be considered a plus.

Requires knowledge of principles of procurement, contract negotiation, value analysis, risk mitigation, and vendor performance evaluation.

Requires the knowledge to develop and modify procurement policies and procedures to ensure compliance with federal and state requirements and public procurement standards. Knowledge of State of Ohio procurement rules, regulations, and policies will be considered a plus.

Requires strong project management and organization and planning skills.

A high level of competency using Microsoft Office software, including Word, Excel, and Access, is required.

Requires knowledge of fractions, decimals, percentages, and budgeting as needed in procurement.

Requires the ability to define problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical material; use statistical analysis; originate and edit technical specifications, formal competitive solicitations, and contracts.

Requires strong interpersonal and customer service skills to develop and maintain effective and appropriate working relationships with supervisors, co-workers, leadership, judges, attorneys, court staff, and the public.

Requires the ability to communicate effectively both verbally and through written correspondence that is complete and concise using proper grammar, punctuation, and spelling. Requires the ability to evaluate information, problem solve and troubleshoot, think analytically, multitask effectively, work independently, and make decisions decisively.

Requires the ability to produce a high volume of work within a deadline and meet multiple deadlines dealing with shifting priorities.

Requires proven ability to take the initiative, distinguish higher from lower priorities, and independently plan and implement new procedures when appropriate.

Requires advanced customer service skills, including the ability to deal with irate customers.

Requires the ability to work as an individual and as part of a team.

Must be efficient and organized with a high level of attention to detail.

*Special Requirements: This position is regularly exposed to sensitive information, and the employee is expected to keep any such information strictly confidential.

Technical Skills: Purchasing, Contract Negotiation

Professional Skills: Organizing and Planning