Job Description

Nature of Work

This position reports to the Director of the Office of Procurement Services within the Bureau for Medical Services (BMS) and performs advanced-level administrative and procurement work. The incumbent is responsible for procuring Medicaid service contracts in accordance with regulations established by the Bureau under the West Virginia State Code, as well as the acquisition of all other goods and services following Department of Human Services (DoHS) and Office of Shared Administration (OSA) Purchasing policies, the Department of Administration Purchasing Division, and the WV State Auditor’s Office Purchasing Card Policies and Procedures.

Key Responsibilities:

• Draft specifications for Requests for Quotations (RFQs) and Requests for Proposals (RFPs)
• Review and evaluate bids submitted through RFQs and RFPs, and write award recommendations
• Maintain extensive knowledge of the State and Agency purchasing processes outlined in the Purchasing Handbook
• Create procurement status reports and collaborate with fellow Buyers to set and manage procurement priorities
• Interpret procurement procedures and applicable laws for Spending Unit staff
• May serve as a lead worker or act on behalf of the unit supervisor when necessary

Contract and Vendor Management:

• Complete contract renewals with vendors, including entry into the wvOASIS system
• Coordinate with vendors to obtain required documentation for renewals
• Serve as a backup liaison between BMS and the OSA Purchasing Division
• Monitor vendor performance and contracts, including correspondence, memoranda, and monitoring reports as part of the official procurement file
• Communicate with vendors and agency staff to resolve contract-related issues

Purchasing Card (P-Card) Duties:

• Execute payments for assigned accounts
• Review receiving paperwork for accuracy and approve P-Card transactions
• Enter reconciliation data into wvOASIS

Additional Procurement Duties:

• Conduct market research to assess availability and suitability of goods and services
• Contact vendors and suppliers to obtain product/service information and market insights
• Process delivery orders after verifying invoice requisitions, submit them into OASIS, and update tracking spreadsheets
• Resolve invoice discrepancies and issues with vendor deliveries
• Execute exempt purchases, Inter-Agency Agreements, and Subrecipient Grant Agreements

Performs other related duties as assigned.

Minimum Qualifications

Training: Bachelor's degree from a regionally accredited college or university.

OR

Substitution: Full-time or equivalent part-time paid experience as described below may substitute for the required training at the rate of one (1) year of experience for 30 credit hours of education.

AND

Experience: Two (2) years of full-time or equivalent part-time paid experience in a broad range of purchasing of commodities or services in a centralized purchasing function for use in the operation of a private industry or governmental unit. Purchasing experience must be for direct use of the industry or governmental unit, not for retail sales.

OR

Substitution: A Master's degree from a regionally accredited college or university may substitute for the required experience at a rate of one (1) year of experience for 15 semester hours of education not to exceed two (2) years.

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