The Indiana Department of Correction is hiring a Procurement & Contracts Specialist to lead our procurement operations and contract administration processes within the Finance function. This role is a central control point for ensuring compliant purchasing, accurate financial execution, and disciplined contract lifecycle management to strengthen procurement governance.
What You'll Do
- Serve as a primary point of contact and subject-matter resource for agency staff, vendors, and stakeholders on procurement and contract management.
- Ensure procurement activities comply with agency policy and established internal controls.
- Create, process, and track requisitions and purchase orders with appropriate documentation and approvals.
- Routinely review unliquidated PO reports and coordinate encumbrance adjustments as needed.
- Work closely with Finance on spending plans, forecasts, and budget alignment.
- Manage contract workflows in Ironclad following legal review and approval, including routing, execution, and contract record maintenance.
- Track all contracts and MOUs to ensure uninterrupted business operations and accurate records.
- Oversee organizational subscriptions and licenses.
- Monitor open purchase orders and reconcile discrepancies with Finance.
- Audit vendor invoices against contract terms and purchasing to ensure compliance.
- Support monthly and ad hoc procurement-related reconciliations in coordination with the Finance team.
- Generate individualized reports for procurement, contract utilization, and purchasing for departments and leadership.
- Track statutory and policy-based reporting requirements to support timely compliance.
- Reconcile contract utilization reports and purchasing activity, communicating any discrepancies or risks to Finance leadership.
- Investigate and resolve procurement, system, and vendor discrepancies with Finance and other internal stakeholders.
- Participate in the creation, documentation, and maintenance of procurement-related standard operating procedures.
- Analyze procurement and contract issues, exercise sound judgment on routine matters, and escalate complex or high-risk issues as needed.
- Develop and analyze procurement and contract management data to identify trends, assess performance, and recommend process improvements.
- Support continuous improvement of procurement processes to strengthen consistency, transparency, and internal controls.
- Engage in training to remain current on procurement practices, technologies, and statutory requirements.
- Serve as a resource to internal departments and external vendors on procurement processes and expectations.
- Demonstrate flexibility and teamwork by assisting with tasks outside of regular duties.
- Demonstrate professionalism, discretion, and sound judgment when working with sensitive financial and contractual information.
What We're Looking For
- Any combination of education and/or demonstrated experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position.
- At least 5 years of experience in finance or related work.
- At least 3 years of experience in State government or a large enterprise.
- Deep understanding of state procurement procedures.
- Strong working knowledge of state financial systems, statutes, and procurement procedures.
- Proficient in accounting software and Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), SharePoint, Adobe, and other critical platforms.
- Strong analytical and data interpretation skills.
- Familiarity with Indiana Procurement Codes and agency purchasing policies.
- Exceptional verbal and written communication skills.
- Outstanding customer service and problem-solving abilities.
Nice to Have
- Bachelor’s degree in accounting, finance, or a related field.
- Experience with and/or knowledge of PeopleSoft E-Procurement or another ERP (Enterprise Resource Planning) Procurement and Financial system.
Technical Stack
- Ironclad
- Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
- SharePoint
- Adobe
- PeopleSoft E-Procurement or another ERP system
Team & Environment
This role is part of the Finance function. We are a fast-paced and forward-thinking team recognized as one of the 2023, 2024, and 2025 Top Workplaces by the Indianapolis Star. Our culture embodies the spirit of being bold and working collaboratively.
Benefits & Compensation
- Compensation range: $63,787 - $68,000
- Three (3) medical plan options (including RX coverage) as well as vision and dental plans
- Wellness Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
- Two (2) fully-funded pension plan options
- 160 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- Up to 16 hours of paid community service leave
- Combined 192 hours of paid vacation, personal, and sick leave time off
- 12 paid holidays, 14 on election years
- Education Reimbursement Program
- Group life insurance
- Referral Bonus program
- Employee assistance program that allows for covered behavioral health visits
- Qualified employer for the Public Service Loan Forgiveness Program
- Free Parking for most positions
- Free LinkedIn Learning access
The Indiana Department of Correction is an equal opportunity employer.
