Procurement Officer

Title: Procurement Officer

State Role Title: Procurement Officer I

Hiring Range: $65,000.00 - $70,000.00

Pay Band: 4

Agency: Jamestown-Yorktown Foundation

Location: CSC General

Agency Website: jyfmuseums.org

Recruitment Type: Agency Employee Only - A

Job Duties

What you'll do -

Procurement (primary focus)

Serve as the primary contact for agency-wide small purchases, with a focus on museum operations and education.
Source vendors, solicit quotes, and place orders for goods and services, ensuring competitive and cost-effective purchasing.
Process purchases in eVA and maintain complete, accurate documentation, completing confirming POs and receiving within established timeframes.
Assist in preparing and issuing Requests for Proposals (RFPs) and Invitations to Bid (IFBs).
Coordinate travel and lodging arrangements for events and performers.
Prepare and review purchasing-card (P-Card) logs and purchase requisitions, and ensure the SPCC/WORKS log is submitted on time.
Develop and maintain vendor relationships, ensuring proper eVA registration and current W-9s on file.
Coordinate with the Budget Office to ensure requisitions are accurately coded before POs are issued.
Prepare and submit invoices for payment and maintain procurement, contract, and accounts payable records.
Identify cost savings and process efficiencies, and refer complex procurement questions to the Manager or a senior Procurement Officer as appropriate.

Supplier diversity (SWaM)

Develop the agency's annual SWaM plan and monitor progress toward goals throughout the year.
Review the SWaM dashboard monthly and submit timely updates and subcontracting data.
Identify potential small, women-owned, and minority-owned vendors, assist them with certification, and help staff meet or exceed SWaM goals.
Support small businesses through the procurement process and submit the monthly SWaM report.

Administration and support

Maintain procurement files that are complete, accurate, and compliant with records-retention requirements.
Partner with the Budget & Financial Services Manager and eVA Security Officer to maintain accurate system data and coding.
Provide training and guidance to museum operations and education staff on state procurement policies and procedures.
Contribute to process improvements and support the agency during emergencies and special assignments as needed.

Minimum Qualifications

Certifications / Licensure

- Virginia Contracting Associate (VCA) certification preferred.
- Ability to obtain Virginia Contracting Officer (VCO) certification within one year of hire.

Knowledge

- Working knowledge of the Virginia Public Procurement Act (VPPA) and the procurement and contract principles that govern Commonwealth purchasing.

- Knowledge of Commonwealth procurement policy as set out in the Agency Procurement and Surplus Property Manual (APSPM), the Buy IT procurement manual, and the Construction and Professional Services Manual (CPSM), and the ability to research and apply them to ensure compliance.

- Knowledge of the methods of procurement used for small purchases (sourcing vendors, soliciting quotes, issuing purchase orders), and enough familiarity with formal solicitations (RFPs and IFBs) to assist in preparing and issuing them.

- Knowledge of Commonwealth supplier diversity (SWaM) requirements, including annual SWaM plan development, DSBSD certification and dashboard reporting, and methods to identify and engage small, women-owned, and minority-owned businesses.

- Knowledge of the small purchase charge card (SPCC/P-Card) program, including log preparation, reconciliation, and required documentation (e.g., WORKS).

- Knowledge of the statewide electronic procurement system (eVA), including order processing, vendor registration, and documentation requirements.

- Knowledge of the Virginia Freedom of Information Act (FOIA) as it applies to procurement records and public disclosure.

- Knowledge of records management and retention requirements applicable to procurement and financial records.

- Basic knowledge of contract administration and of accounts payable/financial transaction processes (invoicing, receiving, and coding).

Skills and Abilities

- Ability to procure goods and services accurately and in compliance with established policies, exercising sound judgment within defined parameters.

- Ability to recognize complex or non-routine procurement issues and escalate them appropriately to the Budget & Financial Services Manager or a higher-level Procurement Officer.

- Ability to establish and maintain effective working relationships with vendors, internal customers, and other stakeholders.

- Ability to use eVA, GovDeals, and SPCC/WORKS portals and related procurement/financial systems, and to learn new systems quickly.

- Strong organizational and time-management skills to handle multiple assignments, deadlines, and changing priorities.

- Strong attention to detail and commitment to accuracy in documentation and coding.

- Clear and concise oral and written communication that requires minimal editing.

- Proficiency with Microsoft Word, Excel, and PowerPoint including charts, pivot tables, and mail merge to support procurement reporting and documentation.

- Ability to work independently and as part of a team.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Coy Mozingo

Phone: 7572534042

Email: careers@jyf.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.