Procurement Specialist

"Job Description

This is not a remote position.

Hours are 8:00 a.m. to 4:30 p.m. Monday through Friday at DPS Fleet & Supply in Des Moines.

The Iowa Department of Public Safety (DPS) is seeking to fill a Procurement Specialist 2 position.

The Iowa Department of Public Safety (DPS) is a statewide law enforcement agency committed to serving the people of Iowa with leadership, integrity, and professionalism. We uphold the core values of courtesy, service, and protection, and collaborate with federal, state, and local jurisdictions within the criminal justice community to provide for the safety of people living in or traveling through the State of Iowa.

• Iowa State Patrol
• Iowa Division of Criminal Investigation (DCI)
• Iowa Division of Narcotics Enforcement
• Iowa State Fire Marshal
• Division of Professional Development and Support Services
• Division of Intelligence and Fusion Center
• Administrative Services Division

The Procurement Specialist 2 purchases a variety of goods, including equipment, vehicles, supplies, information technology, consumables, etc.

Procure goods through master or other term agreements, Iowa Prison Industries or targeted small businesses (under $25,000).

When the previous procurement situations are unavailable, complete informal solicitations (Requests for Quotes) up to $50,000.

Compare quotes to secure the most advantageous prices and make recommendations to management.

As deemed necessary, complete formal solicitations (Request for Bids) if it is determined to be advantageous to publicly post.

This position completes the entire formal purchasing cycle, including requisition, solicitation, solicitation response, evaluation, award and post award. If the purchase of the goods is over $50,000 and not through master or other term agreements, Iowa Prison Industries or targeted small businesses (under $25,000), obtain requisition information for goods and forward to the Department of Administrative Services’ Central Procurement Bureau (CPB) to complete the formal bidding process.

As needed, work directly with a CPB purchasing agent through evaluation, recommendations and award.

Ensure formal bidding process is progressing on a timely basis and ensure no internal roadblocks are delaying the formal bidding process.

Make purchases of a variety of services including information technology.

Procure services through master or other term agreements or targeted small businesses (under $25,000).

When the previous procurement situations are unavailable, develop any Department Letter of Agreements, Contracts (short form & long form) up to and exceeding $50,000, along with any and all corresponding paperwork.

Depending on the estimated value, follow the required competitive selection process for services.

Process all accounts payable for department wide as needed or directed by management.

Ensure that all disbursements made by the Department are in accordance with the Code of Iowa, administrative rules, the Department of Administrative Services' accounting policy and procedures manual and internal departmental policies.

Verify that claims against the Department are legitimate, authorized, accurate and documented, that all goods have been received and services rendered, that charges are correctly coded.

Online all claims into the state accounting system for payment. Investigate and resolve all claims that have been identified by the pre-auditor as containing errors, omissions or deficiencies. Track the status of claims from initial receipt through payment.

In addition, perform other duties required to complete the payment processing cycle, including distribution of warrants.

Maintain accurate and well-organized records to handle inquiries from employees and vendors regarding the status of payments or associated payment procedures.

Research and compile information to respond to inquiries in a timely manner.

Maintain a filing system regarding vendors, payment and purchasing records.

As items are shipped to the various divisions, bureaus and/or field offices, record activity in the database.

Determine when inventories are low and select the appropriate, most cost-effective vendor and prepare the purchase orders for the needed inventory.

Prepare and process purchase orders for non-stocked and contracted items.

Incorporate lead time on ordering schedules for stocked items. Furthermore, verify all items ordered are delivered by specified date(s) and corresponds with vendors and manufacturers to resolve any problems in shipping or delivery of items.

Maintain daily and monthly procurement card requisitions and files.

Submit supporting documenting in a timely manner to the Finance Bureau.

Order, purchase, coordinate and supply all equipment and clothing needed for the Department.

As needed, take measurements of troopers for both Peace Office Candidates and incumbent troopers and Special Agents.

Work with members of the Department and vendors regarding the replacement of…