PURCHASING & PROCUREMENT SPECIALIST

About the Department

ABOUT THIS JOB

The Board of Regents Division of Finance and Administration oversees financial and budget matters, administrative policies and procedures, and facilities in fulfillment of a primary Constitutional mandate of the Board of Regents. The Division reviews annual budget proposals for the operating and capital needs of each public institution before compiling the Regents’ higher education budget recommendations.

The Purchasing & Procurement Specialist is a Board of Regents position assigned to provide procurement and purchasing services for the Louisiana Universities Marine Consortium (LUMCON). Reporting within the Division of Finance and Administration, this position is responsible for activities related to the procurement, purchasing, and contracting of materials, supplies, equipment, and services for LUMCON. The incumbent assists and collaborates with other Division staff to support the organization's operational and financial objectives.

ABOUT THE ORGANIZATION

The Board of Regents (BoR) is established in the Louisiana Constitution as the state’s coordinating board for higher education, working with four management boards, 32 public degree-granting institutions, and four special-purpose institutions. The BoR sets statewide policy related to higher education; advocates for higher education systems and institutions; distributes state-provided funding in accordance with legislative actions; and administers granting programs related to the advancement of the missions of postsecondary education systems and institutions. The BoR contains three programs which include the Board of Regents, the Louisiana Office of Student Financial Assistance (LOSFA), and the Louisiana Universities Marine Consortium (LUMCON).

IDEAL CANDIDATE PROFILE

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING SKILLS AND COMPETENCIES: 

• Knowledge of purchasing processes and corresponding accounting concepts 
• Strong interpersonal and organizational skills
• Strong verbal and written communication skills
• Professional appearance and demeanor
• Ability to work independently, be self-motivated as well as work with a team.
  
  

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree in business, Accounting, Finance or a related field OR 
• Associates degree with two years of professional level experience performing similar duties to those described for this position OR 
• Four years of professional level experience performing similar duties to those described for this position

Experience

• Professional level experience is in purchasing, procurement, accounting, finance, or another business-related field.
• Prior experience with the LaGOV ERP system

Technical Competencies

• Proficient in Excel.
• Ability to prioritize tasks and meet deadlines.
• Analytical and problem-solving skills.
• Skilled in drafting contracts and agreements for grant awards and sub-awards.
  
  

PREFERRED QUALIFICATIONS

Preference may be given to candidates possessing: 

• Experience using the LaGov Enterprise Resource Planning (ERP) system.
• Knowledge of the Louisiana Office of State Procurement rules, regulations, guidelines, and procedures related to purchasing and professional service contracts.
  
  

Applications will be rejected if the applicant fails to meet the minimum qualifications, submits an incomplete application, or fails to apply by the closing date of the announcement.  

JOB DUTIES 

Procurement & Purchasing

• Responsible for the procurement of goods and services, including reviewing and executing purchase orders and other procurement documents. 

• Prepares, executes, tracks, and renews contracts as needed to support the critical business needs of LUMCON. 
• Serves as the procurement expert from the initial request through receipt of goods and services. 
• Follows up on purchase orders to ensure timely delivery of goods and services. 
• Resolves issues related to orders, vendor payments, order modifications or cancellations, returns, credits, and project expense tracking. 
  
  

Contract Administration & Compliance

• Prepares, manages, and monitors LUMCON contracts and interagency agreements, ensuring compliance with applicable State of Louisiana and federal regulations. 
• Interacts with the Office of State Procurement regarding purchasing and contractual review matters as necessary. 
• Advises employees on procurement processes, agency policies, and applicable State of Louisiana and federal procurement regulations. 
• Assists with the administration of the State Purchasing Card Program by reviewing purchase requests and ensuring compliance with state purchasing laws and Board of Regents and LUMCON policies and procedures. 
  
  

Records Management & Financial Documentation

• Establishes and maintains procurement and purchasing records, ensuring adequate supporting documentation for internal review and audit purposes. 
• Maintains accurate records of purchasing transactions in accordance with agency policies and applicable regulations. 
  
  

Training & Professional Development

• Provides guidance and training to staff on procurement requirements, purchasing procedures, and applicable state laws and Board of Regents and LUMCON policies. 
• Pursues professional development opportunities to maintain current knowledge of procurement regulations, purchasing best practices, and compliance requirements. 
  
  

POSITION-SPECIFIC DETAILS

Appointment Type: This position is an unclassified appointment and may be filled through external recruitment or promotion of a current employee. 

Worksite Location: Cocodrie, Louisiana

Work Schedule: Monday through Friday business hours, with occasional evening, weekend, and travel requirements as operational needs dictate. 

Security Requirements: A range of professional and safety training is required annually for all state employees, as well as adherence to cybersecurity protocols implemented by the state and agency. Access to driving records is required to drive state-owned vehicles or rentals on state contract. A background check is required.

Physical Demands: The position will be housed in a standard office environment. Typing is essential to completing job tasks. Minimal standing, stooping, and light lifting (up to 20 pounds) may be required. Occasional weekend/evening work and infrequent travel may be necessary. Accommodations are available for those unable to meet the physical requirements of the position.

Work Environment: This is a full-time position, Monday-Friday. This position is housed in the LUMCON facility in Cocodrie, LA. Offices and cubicles are equipped with standard office computing equipment.

Travel Requirements: Travel may include local, statewide, national, or occasional regional travel to support agency operations, meetings, conferences, and strategic initiatives. 

BENEFITS INFORMATION

The Louisiana Board of Regents, as part of Louisiana state government, offers a wide range of career opportunities for individuals committed to advancing public higher education and making a meaningful impact through public service. With positions supporting institutions and initiatives across the state, employment with the Board of Regents provides a unique opportunity to contribute to Louisiana’s academic, workforce, and research priorities.

As a Regents employee, you will receive competitive compensation, access to a comprehensive benefits package, and opportunities for professional growth and development.

Health & Life: Fulltime employees are eligible for group health and life insurance coverage through the Office of Group Benefits.  

 Retirement: Full-time employees are required to contribute 8% of their base pay to a Louisiana retirement system. The retirement system provides retirement allowances and other benefits for state officers and employees and their beneficiaries. Regents’ employees have the option of joining the Teacher's Retirement System of Louisiana (TRSL) or the Optional Retirement Plan (ORP). ORP is also available to some part-time positions. 

Accrued Leave: Unclassified state employees earn sick and annual leave in accordance with Executive Order Number JML 24-122, Rules on Leave for The Unclassified Service.

HOW TO APPLY

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities.

Resumes will not be accepted in lieu of an application listing complete work experience and education. 

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript or any other materials as outlined in the posting to your application if possible.

Applicants are responsible for checking the status of their application to determine where they are in the recruitment process.

The Board of Regents is a State as a Model Employer (SAME) agency that supports the recruitment, hiring and retention of individuals with disabilities. For more information on employment resources for individuals with disabilities, see the Louisiana Employment Resources Guide. (Download Adobe Acrobat Reader) 

CONTACT INFORMATION

For more information about this posting, please contact:

Kim Langlois
Employee Relations Specialist
[email protected]

Benefits

Benefits for unclassified employees are determined by the individual hiring authority.

Supplemental Questions

Required Question

Agency Information

EmployerState of LouisianaAddress 1201 N 3rd St

Baton Rouge, Louisiana, 70802 Phone(866) 783-5462
Website http://agency.governmentjobs.com/louisiana/default.cfm