Purchasing & Procurement Specialist

About This Job

The Board of Regents Division of Finance and Administration oversees financial and budget matters, administrative policies and procedures, and facilities in fulfillment of a primary Constitutional mandate of the Board of Regents. The Division reviews annual budget proposals for the operating and capital needs of each public institution before compiling the Regents' higher education budget recommendations.

The Purchasing & Procurement Specialist is a Board of Regents position assigned to provide procurement and purchasing services for the Louisiana Universities Marine Consortium (LUMCON). Reporting within the Division of Finance and Administration, this position is responsible for activities related to the procurement, purchasing, and contracting of materials, supplies, equipment, and services for LUMCON. The incumbent assists and collaborates with other Division staff to support the organization's operational and financial objectives.

The Board of Regents (BoR) is established in the Louisiana Constitution as the state's coordinating board for higher education, working with four management boards, 32 public degree-granting institutions, and four special-purpose institutions. The BoR sets statewide policy related to higher education; advocates for higher education systems and institutions; distributes state-provided funding in accordance with legislative actions; and administers granting programs related to the advancement of the missions of postsecondary education systems and institutions.

The BoR contains three programs which include the Board of Regents, the Louisiana Office of Student Financial Assistance (LOSFA), and the Louisiana Universities Marine Consortium (LUMCON).

An ideal candidate should possess the following skills and competencies:

• Knowledge of purchasing processes and corresponding accounting concepts
• Strong interpersonal and organizational skills
• Strong verbal and written communication skills
• Professional appearance and demeanor
• Ability to work independently, be self-motivated as well as work with a team.

Minimum qualifications:

• Bachelor's degree in business, Accounting, Finance or a related field OR
• Associates degree with two years of professional level experience performing similar duties to those described for this position OR
• Four years of professional level experience performing similar duties to those described for this position

Experience:

• Professional level experience is in purchasing, procurement, accounting, finance, or another business-related field.
• Prior experience with the LaGOV ERP system

Technical competencies:

• Proficient in Excel.
• Ability to prioritize tasks and meet deadlines.
• Analytical and problem-solving skills.
• Skilled in drafting contracts and agreements for grant awards and sub-awards.

Preferred qualifications:

• Experience using the LaGov Enterprise Resource Planning (ERP) system.
• Knowledge of the Louisiana Office of State Procurement rules, regulations, guidelines, and procedures related to purchasing and professional service contracts.

Job duties:

Procurement & Purchasing:

• Responsible for the procurement of goods and services, including reviewing and executing purchase orders and other procurement documents.
• Prepares, executes, tracks, and renews contracts as needed to support the critical business needs of LUMCON.
• Serves as the procurement expert from the initial request through receipt of goods and services.
• Follows up on purchase orders to ensure timely delivery of goods and services.
• Resolves issues related to orders, vendor payments, order modifications or cancellations, returns, credits, and project expense tracking.

Contract Administration & Compliance:

• Prepares, manages, and monitors LUMCON contracts and interagency agreements, ensuring compliance with applicable State of Louisiana and federal regulations.
• Interacts with the Office of State Procurement regarding purchasing and contractual review matters as necessary.
• Advises employees on procurement processes, agency policies, and applicable State of Louisiana and federal procurement regulations.
• Assists with the administration of the State Purchasing Card Program by reviewing purchase requests and ensuring compliance with state purchasing laws and Board of Regents and LUMCON policies and procedures.

Records Management & Financial Documentation:

• Establishes and maintains procurement and purchasing records, ensuring adequate supporting documentation for internal review and audit purposes.
• Maintains accurate records of purchasing transactions in accordance with agency policies and applicable regulations.

Training & Professional Development:

• Provides guidance and training to staff on procurement requirements, purchasing procedures, and applicable state laws and Board of Regents and LUMCON policies.
• Pursues professional development opportunities to maintain current knowledge of procurement regulations, purchasing best practices, and compliance requirements.

Position-specific details:

Appointment Type:
This position is an unclassified…