Procurement & Contracts Specialist
Role Overview
This position leads procurement and contract administration functions within a state agency, ensuring alignment with financial policies, legal standards, and internal controls. The specialist plays a key role in maintaining fiscal responsibility, accurate recordkeeping, and operational continuity through disciplined management of purchasing activities and contractual agreements.
Key Responsibilities
- Serve as the primary contact for procurement and contract inquiries from internal teams and external vendors
- Prepare, process, and monitor requisitions and purchase orders with proper documentation and approvals
- Ensure all procurement actions follow state regulations, agency policies, and internal control frameworks
- Manage contract lifecycles using Ironclad, including routing, execution, and record maintenance
- Track active contracts and memoranda of understanding to prevent service interruptions
- Review unliquidated purchase order reports and coordinate necessary encumbrance adjustments
- Reconcile open purchase orders and contract utilization data with the Finance team
- Verify vendor invoices against contract terms and purchasing records to ensure compliance
- Generate procurement, spending, and contract usage reports for departmental and leadership review
- Monitor statutory reporting deadlines and support timely compliance submissions
- Identify discrepancies in procurement data and resolve issues in collaboration with stakeholders
- Support monthly financial reconciliations and ad hoc reporting needs
- Maintain subscriptions, licenses, and software agreements across the organization
- Analyze procurement trends and recommend improvements to strengthen efficiency and control
- Develop and update standard operating procedures for procurement processes
- Provide guidance to departments and vendors on procurement expectations and workflows
- Stay current on evolving procurement laws, systems, and best practices through ongoing training
- Exercise sound judgment when handling sensitive financial and contractual information
- Assist with additional duties as needed to support team objectives
Required Qualifications
- Minimum of 5 years of experience in finance or a closely related field
- At least 3 years of experience working in state government or a large organization
- Thorough knowledge of state procurement rules and financial procedures
- Familiarity with Indiana’s procurement statutes and internal purchasing policies
- Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, SharePoint), Adobe, and financial systems
- Experience with ERP platforms such as PeopleSoft E-Procurement is beneficial
- Strong analytical skills with the ability to interpret financial and procurement data
- Excellent written and verbal communication abilities
- Proven problem-solving skills and a commitment to customer service
Technical Environment
Microsoft Office Suite, Adobe, Ironclad, PeopleSoft E-Procurement, ERP financial systems
Work Location
This is an onsite position located at Madison State Hospital in Indiana. Regular presence at the facility is required to support procurement operations and interdepartmental coordination.
Compensation & Benefits
The salary range for this role is $63,787 to $68,000, adjusted based on education and relevant experience. Benefits include multiple medical plan options with prescription coverage, vision and dental insurance, a wellness rewards program, and a health savings account with regular state contributions. The position qualifies for a deferred compensation 457(b) plan with employer match and one of two fully funded pension plans.
Additional offerings include paid parental and childbirth recovery leave, community service time, generous combined leave banks, and 12 paid holidays annually (14 in election years). Employees also receive education reimbursement, free LinkedIn Learning access, group life insurance, and access to an employee assistance program. The organization is a qualified employer for the Public Service Loan Forgiveness Program, and most roles include free parking.
Commitment to Inclusion
The State of Indiana is an Equal Opportunity Employer. It values diversity and is dedicated to building a workforce that reflects the communities it serves. Applicants with disabilities may request reasonable accommodations during the application and hiring process by contacting the State Personnel Department.
