Job Description

Posting number: 26-03486

Department: 595 Iowa Department of Public Safety

Job classification: Procurement Specialist 2

Posting type: Open & Promotional

Categories: Public Safety, Miscellaneous

This is not a remote position
Hours are 8:00 a.m. to 4:30 p.m. Monday through Friday at DPS Fleet & Supply in Des Moines.

The Iowa Department of Public Safety (DPS) is seeking to fill a Procurement Specialist 2 position.

Organization Background
The Iowa Department of Public Safety (DPS) is a statewide law enforcement agency committed to serving the people of Iowa with leadership, integrity, and professionalism. We uphold the core values of courtesy, service, and protection, and collaborate with federal, state, and local jurisdictions within the criminal justice community to provide for the safety of people living in or traveling through the State of Iowa.

DPS is comprised of the following divisions:
- Iowa State Patrol
- Iowa Division of Criminal Investigation (DCI)
- Iowa Division of Narcotics Enforcement
- Iowa State Fire Marshal
- Division of Professional Development and Support Services
- Division of Intelligence and Fusion Center
- Administrative Services Division

The Procurement Specialist 2 purchases a variety of goods, including equipment, vehicles, supplies, information technology, consumables, etc.
Procure goods through master or other term agreements, Iowa Prison Industries or targeted small businesses (under $25,000).
When the previous procurement situations are unavailable, complete informal solicitations (Requests for Quotes) up to $50,000.
Compare quotes to secure the most advantageous prices and make recommendations to management.
As deemed necessary, complete formal solicitations (Request for Bids) if it is determined to be advantageous to publicly post.

This position completes the entire formal purchasing cycle, including requisition, solicitation, solicitation response, evaluation, award and post award. If the purchase of the goods is over $50,000 and not through master or other term agreements, Iowa Prison Industries or targeted small businesses (under $25,000), obtain requisition information for goods and forward to the Department of Administrative Services’ Central Procurement Bureau (CPB) to complete the formal bidding process.

As needed, work directly with a CPB purchasing agent through evaluation, recommendations and award.
Ensure formal bidding process is progressing on a timely basis and ensure no internal roadblocks are delaying the formal bidding process.
Make purchases of a variety of services including information technology.
Procure services through master or other term agreements or targeted small businesses (under $25,000).
When the previous procurement situations are unavailable, develop any Department Letter of Agreements, Contracts (short form & long form) up to and exceeding $50,000, along with any and all corresponding paperwork.
Depending on the estimated value, follow the required competitive selection process for services.

Process all accounts payable for department wide as needed or directed by management.
Ensure that all disbursements made by the Department are in accordance with the Code of Iowa, administrative rules, the Department of Administrative Services' accounting policy and procedures manual and internal departmental policies.
Verify that claims against the Department are legitimate, authorized, accurate and documented, that all goods have been received and services rendered, that charges are correctly coded.
Online all claims into the state accounting system for payment. Investigate and resolve all claims that have been identified by the pre-auditor as containing errors, omissions or deficiencies. Track the status of claims from initial receipt through payment.
In addition, perform other duties required to complete the payment processing cycle, including distribution of warrants.
Maintain accurate and well-organized records to handle inquiries from employees and vendors regarding the status of payments or associated payment procedures.
Research and compile information to respond to inquiries in a timely manner.
Maintain a filing system regarding vendors, payment and purchasing records.
As items are shipped to the various divisions, bureaus and/or field offices, record activity in the database.
Determine when inventories are low and select the appropriate, most cost-effective vendor and prepare the purchase orders for the needed inventory.
Prepare and process purchase orders for non-stocked and contracted items.
Incorporate lead time on ordering schedules for stocked items. Furthermore, verify all items ordered are delivered by specified date(s) and corresponds with vendors and manufacturers to resolve any problems in shipping or delivery of items.
Maintain daily and monthly procurement card requisitions and files.
Submit supporting documenting in a timely manner to the Finance Bureau.

Order, purchase, coordinate and supply all equipment and clothing needed for the Department.
As needed, take measurements of troopers for both Peace Office Candidates and incumbent troopers and Special Agents.
Work with members of the Department and vendors regarding the replacement of equipment and apparel exchanges.
Maintain inventory listings, which include but are not limited to a federal asset inventory, an Alcohol, Tobacco and Firearms (ATF) inventory, information technology, and a weapons database inventory.
Inspect obsolete material/surplus equipment to establish a salvage value and to determine the most advantageous manner of disposing of materials/equipment.

Support the Department by acting as liaison to agencies to determine their purchasing needs and meet with suppliers and manufacturers’ representatives to discuss, develop, or revise purchase contracts, review product lines, and to discuss the suitability of price/adaptability of products to the needs of the agency. Assist other law enforcement agencies with their purchases from the various state contracts.
Track departmental forms and update as necessary to ensure sworn officers have the most up-to-date forms.
These forms update as a result of law and policy changes.

Additional Requirements
- The State of Iowa is an E-Verify Employer.
- Candidates must successfully pass a comprehensive background investigation conducted by the Iowa Department of Public Safety investigators before a final letter of employment offer is delivered.
- Applicants are encouraged to attach a cover letter and resume within the NEOGOV application.
- This is not a remote position.

Benefits
At the State of Iowa, we value our employees’ talents and backgrounds, and we are committed to your well-being beyond the paycheck. As a valued team member, you will enjoy a comprehensive benefits package that includes:
Paid Time Off:
- Vacation accruals that begin on day one and rollover on a yearly basis
- Unlimited sick leave accrual
- Nine (9) paid holidays per year
Insurance Options:
- Health – Affordable plans with the state paying more than 90% of premiums
- Dental - Free for single coverage and affordable family coverage with access to a vision discount program
- Life* – $20,000 in life insurance free, with an option to purchase additional coverage (*depending upon Collective Bargaining Agreements)
- Long-Term Disability Insurance – Available at no cost
Retirement:
- IPERS Retirement package offering a lifetime monthly financial benefit for vested employees. For every $1 an employee contributes, the state matches with $1.50
- Retirement Investors’ Club (RIC) offering a voluntary savings program including a State match of up to $75/month
Flexibility: Flexible Spending Accounts for medical and dependent care
Support: Employee Assistance Programs and Employee Discount Programs
To learn more about the benefits of working with the State of Iowa, visit our benefits webpage: Benefits at a Glance | Iowa Department of Administrative Service

Qualifications

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Six years of full-time work experience in the procurement of technical, standardized, expendable, and non-expendable items.
2. Graduation from an accredited four-year college or university with a degree in business or public administration, accounting, or economics, and experience equal to two years of full-time work in the procurement of technical, standardized, expendable, and non-expendable items.
3. A total of six years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
4. Current, continuous experience in the state executive branch that includes eighteen months of full-time work as a Procurement Specialist 1.