Purchasing Manager Jobs in Indiana

Duties and Responsibilities

• Organizes, directs, and implements policies and procedures for a comprehensive purchasing program to provide the greatest level of economy, efficiency, and service while complying with applicable laws.

• Consults with and assist departments in determining needs and developing solicitation documents for procurements including review and preparation of specifications.

• Issues solicitation documents, coordinate pre-bid meeting (when required), evaluate bids & procurements for compliance with specifications and standards, review or prepare tabulations, and make award determinations and/or recommendations. Perform total cost reviews.

• Processes requisitions and purchase orders. Execute orders and disseminate to vendors. Expedite orders as needed to ensure that materials needed are on hand when the work is assigned.

• Maintains adequate file system relating to all purchasing areas including vendor files, source and catalog files, and purchase order files.

• Coordinates with the Accounting Department on purchase order related issues to ensure quality, accuracy, and timeliness of payment processing. Resolve invoice disputes.

• Interfaces between vendors/contractors and end users to source products, obtain pricing for small purchases or other procurements, and resolve disputes.

• Administers, monitors, and audits the procurement card program.

• Oversees the purchasing module for the financial accounting system used by the Authority.

• Trains Authority personnel involved with the procurement process.

• Represents the Authority in coordinating cooperative purchasing efforts with the purchasing departments of other agencies.

• Develops the budget for the Purchasing Department and other assigned areas.

• Coordinates procedures for disposal of surplus material through the public auction process.

• Administers and monitors Authority travel procedures and related compliance requirements.

Contract Compliance

• Reviews federal and state regulations and laws, attends training, and networks with counterparts to remain up to date on current requirements.

• Maintains boilerplate documents to reflect current law and requirements.

• Compiles contract documents to supplement project awards. Review and modify any non-standard vendor contracts to meet Authority criteria prior to contract execution.

• Reviews contract compliance requirements with contractors at pre-construction meetings.

• Monitors projects in progress to ensure that contract compliance requirements such as wage rates, DBE goals, waivers of lien, etc. are being met.

• Provides required project documentation to auditors during annual audit. Answer questions as necessary.

DBE Liaison

• Responsible for development, implementation, and coordination of DBE compliance goals, objectives, policies, and programs for AIP funded construction projects and airport concessions.

• Works with airport staff to convey the program requirements and secure cooperation in achieving our goals.

• Monitors contracts for compliance with established contract goals.

• Reviews communications from the FAA in regard to the program and respond as appropriate.

• Coordinates and develops outreach efforts to DBE firms.

Other

• Leads development of the purchasing department’s strategic objectives and sets department goals to achieve those objectives.

• Stays abreast of new concepts in the purchasing profession and explore potential application of new concepts with the Chief Financial Officer (CFO) in an effort to continually improve purchasing efficiencies and costs.

• Prepares statistical reports on purchasing and facilities related issues such as vendor summaries, parts summaries, job summaries, and energy consumption summaries.

• Serves as the Project Manager for projects as assigned on the Authority’s project portfolio.

• Promotes and cultivates the agency’s intentional culture as a member of the Authority’s Leadership Team.

• Other duties as assigned.

Knowledge and Abilities

• Knowledge of public procurement, contract administration, and ethical purchasing practices.

• Knowledge of applicable federal, state, and local laws, regulations, and compliance requirements related to purchasing and contracting.

• Knowledge of FAA grant requirements and Disadvantaged Business Enterprise (DBE) program administration preferred.

• Ability to interpret and apply policies, contracts, specifications, and regulatory requirements.

• Strong analytical, problem-solving, and decision-making skills.

• Ability to manage multiple projects, priorities, and deadlines with attention to detail.

• Ability to develop, implement, and improve purchasing policies, procedures, and internal controls.

• Strong negotiation, vendor management, and stakeholder relationship skills.

• Excellent written and verbal communication skills, including report preparation and presentations.

• Ability to exercise sound judgment, maintain confidentiality, and work effectively with internal and external stakeholders.

Experience and Education Requirements

Bachelor's degree in Business Administration, Public Administration, Finance, Supply Chain Management, or a related field required. Three to five years of progressively responsible experience in procurement, contract administration, or public purchasing preferred.

Technology & Systems Proficiency Requirements

• Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, Excel, and Word.

• Experience with financial management, procurement, database management, and reporting systems.

• Ability to analyze data and prepare reports using spreadsheet and presentation software.

Special Requirements

• Pass a pre-hire drug screen and random alcohol and drug testing

• Pass federal fingerprint based criminal history background check

• Possess a valid driver's license

The Purchasing Manager provides strategic leadership and oversight of the Authority's procurement, contract compliance, and DBE programs. The position is responsible for safeguarding public resources through effective purchasing practices, contract administration, regulatory compliance, and risk management. Working collaboratively across departments, the Purchasing Manager supports the Authority's operational and capital objectives by ensuring the timely acquisition of goods and services, maintaining compliance with applicable requirements, and fostering productive relationships with vendors, contractors, government agencies, and stakeholders.