Procurement Coordinator

Important Recruitment Information for this vacancy

• Job Posting closes: Open until filled
• Required documents uploaded by: All required documents listed below must be attached to your application within 2 days of applying for your application to be considered complete.

Agency Information:

Kansas Department for Aging and Disability Services

Protecting Kansans, Promoting Recovery and Supporting Self Sufficiency

https://www.kdads.ks.gov/

About the Position

• Who can apply: Anyone
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-time
• Regular/Temporary: Regular
• Work Schedule: M-F/Days
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes
• Search Keywords: Procurement Coordinator

Compensation: Up to a maximum salary of $55,000 annually

* Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

• Comprehensive medical, mental, dental, vision, and additional coverage
• Sick & Vacation leave
• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
• Paid State Holidays (designated by the Governor annually)
• Fitness Centers in select locations
• Employee discounts with the STAR Program
• Retirement and deferred compensation programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

The Procurement Coordinator processes and analyzes Kansas Department for Aging and Disability Services (KDADS) purchasing of commodities and services. The Procurement Coordinator is a primary contact for the Department of Administration’s Office of Procurement and Contracts (OPC) and participates in all aspects of purchase requests. Determines if requested items are within the scope of the agency’s delegated authority, and research contracts to determine if requested item can be purchased from a contracted vendor. Working with other departments and the OPC, develops bid specifications and assists in the issuance of Request for Proposals (RFPs). Reviews Requests for Purchase to determine the necessity of items listed are on contract or bid. Creates and maintains purchase-related entries in the state’s accounting information system, SMART.

Job Responsibilities may include but are not limited to the following:

Purchasing

The incumbent processes and analyzes Kansas Department for Aging and Disability Services (KDADS) purchasing of commodities and services for the agency. The incumbent develops specifications for items not contracted for purchase by the state and initiate procurement through either agency channels or the Department of Administration (DofA), Division of Purchases as appropriate under state requirements. The incumbent identifies potential vendors for purchasing needs, solicits bids, reviews, and evaluates all bids for purchases within the agencies delegated authority or with an approved prior authorization to determine whether each bid meets agency specifications. Afterwards, the incumbent identifies the most reasonable bid relative to cost, match to agency need, and makes a determined approval after checking funding availability. Incumbent is responsible for ensuring and maintaining expedient workflow of procurement and purchasing processes, enabling the Accounting Division to process payments in a timely manner. Incumbent contacts vendors as needed to resolve variances or differences prior to final determination of bid acceptability. Develops all requests for prior authorization and related accompanying material. Individually, or collaboratively with other departments and the OPC, develops bid specifications and assists in the issuance of Request for Proposals (RFPs). The incumbent recommends policies and procedural changes.

Process Agency Purchase Requests

The incumbent reviews internal requests for purchase to determine the necessity of items listed are on contract or bid. The incumbent verifies that correct and complete information is listed by comparing the request with catalogs and contracts and by follow-up with requesting staff member as necessary. Reviews all purchasing and procurement documentation to ensure that the proper mix of funding is used in compliance with the agency’s cost allocation plan. Identifies and contacts potential vendors by phone or email to request bids for non-contract items in accordance with state and agency purchasing policy. In addition, the incumbent orders items from respective vendors, forward originals to KDADS Accounts Payable while maintaining copies.

The incumbent tracks the receipt of items. Contacts vendors when orders are not complete or other discrepancies occur to resolve problems or verify status of order. Notifies KDADS Accounts Payable when orders are complete to facilitate payment process, and upon learning of changes in price, billing requirements and other information pertinent to payment.

Answer questions; provide guidance/assistance to staff purchasing items; and verify compliance with state and agency purchasing procedures. Notify staff members when ordered items are unavailable and assist in identifying suitable substitutes.

Other Duties as Assigned

The incumbent will assist and support other duties as assigned including, but not limited to, various grants and contract processes as required by Supervisor and/or FISC Commissioner.

Qualifications

Minimum Qualifications:

• Two years of experience in procuring commodities and services which includes preparing order specifications, estimates, bids, contracts and awarding contracts. Education may be substituted for experience as determined relevant by the agency.
• Excellent attention to detail
• Ability to prioritize complex tasks

Preferred Qualifications:

• State procurement, accounting background, or experience working with contracts
• Experience with SMART
• Proficient in Microsoft Excel, Word, and Access

Recruiter Contact Information

KDADS – Human Resources Recruiter

503 S. Kansas Ave

Topeka, KS 66603

Phone: 785-296-0463

Fax: 785-368-6688

Email: KDADS.APPLY@ks.gov

Job Application Process

• First Sign in or register as a New User.
• Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.
• Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.
• Start your draft job application, upload other required documents, and Submit when it is complete.
• Manage your draft and submitted applications on the Careers> My Job Applications page.
• Check your email and My Job Notifications for written communications from the Recruiter.
• Email – sent to the Preferred email on the My Contact Information page
• Notifications – view the Careers> My Job Notifications page

Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

• Transcripts
• DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

• Resume
• Cover Letter

Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”

How to Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Learn more about claiming Veteran’s Preference

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.

Job Type: Full-time

Pay: Up to $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Topeka, KS 66603: Relocate before starting work (Required)

Work Location: Hybrid remote in Topeka, KS 66603