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PURCHASE ORDER / PROCUREMENT SPECIALIST

  • 505046
  • PHOENIX
  • REMOTE OPTIONS
  • LAND DEPARTMENT
  • Full-time

LAND DEPARTMENT

Since its inception in 1912, the Arizona State Land Department has been entrusted with managing approximately 9.2 million acres of State Trust lands scattered throughout Arizona. The Common Schools (K-12) are the largest beneficiary entitled to approximately 87% of the land and receiving close to 90% of State Trust Land revenues. Through the application of sound stewardship, and effective business management principles, the Land Department can succeed in its mission of responsibly managing the assets of a multi-generational perpetual Trust in alignment with the interests of the beneficiaries and Arizona’s future. Are you ready to join us in our mission?
Please apply today!
For general information, visit our website: www.azland.gov
1616 West Adams Phoenix, AZ 85007

PURCHASE ORDER / PROCUREMENT SPECIALIST

ARIZONA STATE LAND DEPARTMENT

Job Location:

Address:  1616 West Adams Phoenix, AZ 85007

Posting Details:

Salary: $21.00 - $24.00 

Grade: 19

Closing Date: Open Until Business Needs Are Met

Job Summary:

The Arizona State Land Department manages more than 10,000 leases, permits, rights of ways, sales and other contracts relating to the management use and disposition of 9.2 million acres of State Trust lands. State Trust lands are lands granted to the State of Arizona pursuant to the federal Enabling Act. The Trust lands are held in Trust for the common public schools and 13 other public institutions. Any use or disposition of Trust lands must benefit the Trust's beneficiaries.

Under the direction and guidance of the Finance and Budget Administrator, the Purchase Order /  Procurement Specialist assists Land Department employees procure needed goods and services. The incumbent processes purchase requests, which includes reviewing for completeness and compliance with the Arizona Procurement Code, assigning a function and object based on the Department’s chart of accounts and best practices, entering data into the Department’s procurement database, processing the request in the Arizona Procurement Portal (APP), and coordinating with the requester and the supplier as needed. The incumbent will also manage the Department’s internal procurement database and digital workflow system to enter, track, and process purchase requests.

SUMMARY OF DUTIES:
• Serve as the Department’s primary contact for procurement protocols, best practices, and controls. Answer internal procurement questions and performs procurement projects, research, and reports. As needed, provide guidance and training to internal customers on procurement procedures.
• Assist with the utilization of existing state contracts and write contracts for non-contract goods or services.
• Manage the Department’s contracts and monitors mission-critical statewide contracts.
• Serve as the primary person to solicit, execute, and manage bids and contracts.
• Answer questions and help internal customers through the contracting process; explain and ensure compliance with the Arizona Procurement Code, SPO guidelines, and best practices.
• Serve on and advise evaluation committees.
• Represent the Land Department to other procurement professionals to ensure that the Land Department's needs are met; function as a liaison with the State Procurement Office (SPO) and other agency procurement offices and serves as the agency’s primary procurement contact.
• Track and analyze procurement data, including processing time, utilizing APP, the Department’s procurement database, and other data. Use the data to analyze trends, prepare scheduled and on-demand reports, and take ownership of metrics that are reported to the Finance Section and to the Director of Administration.
• Assist the Accounts Receivable team with fixed assets, including fixed asset inventory, tagging new furniture and equipment, and sending furniture and equipment that is no longer needed to state surplus. Coordinate with Accounts Payable to ensure a smooth process from purchase request to final paid invoice.

Job Duties:

• Assist Land Department employees in procuring goods and services. This includes processing purchase requests, managing the Department’s procurement database, processing requests in APP (including new solicitations), answering internal and external questions, ensuring compliance with procurement rules, reviewing requests for exemptions and providing recommendations, performing procurement research, and providing guidance and training on procurement rules and procedures. (35%)
• Write, review, and solicit contracts for non-contract goods or services. Ensure that all required procurement and risk management language is included in the contracts. Maintain a file and log of all Department contracts. Provide research and guidance to ensure that Department contracting needs are met efficiently, effectively, and in compliance with the Procurement Code and SPO requirements (20%)
• Track and analyze procurement data and submit related reports. (10%)
• Work with other procurement offices to ensure the Department's needs are met with new and existing statewide contracts. This includes representing the Department at focus groups and on evaluation committees. (5%)
• Assist property accountant with fixed assets. Tag new furniture and equipment, inventory furniture and equipment, prepare and submit paperwork for surplus furniture and equipment that is no longer needed. (5%)
• Coordinate with Accounts Payable to ensure the process runs smoothly from purchase request to paying the final invoice and closing purchase orders. (5%)
• Update the Department's procurement policy to accommodate any changes to the State Procurement Code. (5%)
• Apply the principles, theories, and concepts of the Arizona Management System; actively participating in daily group huddles and huddle board updates; continually identifying areas for process and quality improvement; adhering to established standard work and procedures. (10%)
• Other duties as assigned. (5%)

Knowledge, Skills & Abilities (KSAs):

KNOWLEDGE
• A comprehensive knowledge of the state procurement code and State Procurement Office requirements;
• Considerable knowledge of the methods and techniques of government procurement and contracting;
• Considerable knowledge of reference materials such as state regulations, Arizona Revised Statutes, and applicable agency manuals, policies and procedures;
• Proficiency in Microsoft Word and Excel.
SKILLS
• Skills in task organization and accomplishment;
• Oral and written communication and interpersonal skills due to frequent interaction with Land Department staff, vendors and procurement professionals from other agencies;
• Techniques required to maintain procurement records through the Arizona Procurement Portal and the Department’s internal systems; computer; mathematical.
ABILITIES
• Ability to impart knowledge to others;
• Ability to communicate effectively in oral and written communications, especially for procurement information and process mapping;
• Ability to demonstrate self-discipline;
• Ability to prioritize duties to meet specified deadlines.

Selective Preference(s):

A Bachelor’s degree in a relevant field (or relevant professional experience) and three (3) years of governmental procurement experience.

Pre-Employment Requirements:

● Prior or after interviewing, candidates may be subject to a pre-employment skills assessment.
● Requires possession of and ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and must complete required driver training. (refer to Arizona Administrative Code R2-10-207.12.)

Benefits:

● Sick leave
● Vacation with 10 paid holidays per year
● Health and dental insurance
● Retirement plan
● Life insurance and long-term disability insurance.
● Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:

● Positions in this classification participate in the Arizona State Retirement System (ASRS).
● Participation is a mandatory condition of employment for all employees who meet the eligibility and membership criteria as defined in statute.
● Enrollment eligibility will become effective after 27 weeks of employment
● The current contribution rate is 12.17%

Contact Us:

If you have trouble applying for this position, please email HRIShelpdesk@azdoa.gov for assistance.

Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting AZSLD Human Resources at 602-542-2629. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

ARIZONA MANAGEMENT SYSTEM (AMS)

All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.