Title: Buyer Specialist #LVA00031

State Role Title: Procurement Officer I

Hiring Range: $65,000 - $75,000

Pay Band: 4

Agency: The Library of Virginia

Location: Library of Virginia Building

Agency Website: https://www.lva.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Library of Virginia is seeking a customer-focused, detail-oriented, and highly organized Buyer Specialist to join its Finance team. Reporting to the Finance Director, this position supports purchasing and contract administration across the agency, working collaboratively with Procurement Management, Information Technology, and other departments.

The successful candidate will coordinate timely purchases, maintain accurate records, provide responsive customer service, and take ownership of assigned work. Responsibilities include small purchases, support for existing contracts, eVA invoice reviews, SPCC cardholder duties, and backup Accounts Payable support.

Key Responsibilities:

General Procurement
• Review assigned purchasing requests and work with agency staff to clarify purchase descriptions, requirements, and delivery needs.
• Procure goods and nonprofessional services through small-purchase procedures, including unsealed bidding, and process approved sole source purchases in accordance with applicable Commonwealth and LVA requirements.
• Obtain and review vendor quotations, use established contracts, and process requisitions, purchase orders, and order modifications in eVA.
• Identify and solicit quotes from SWaM-certified businesses and provide eligible vendors with information about certification.
• Support purchases of IT goods and services and coordinate applicable VITA requirements with IT staff and Procurement Management.
• Perform eVA e-invoice reviews by matching invoices, purchase orders, and receiving records; coordinate correction of discrepancies and route matched invoices for payment processing.
• Maintain accurate electronic procurement records, protect confidentiality and proprietary information, and provide files for Procurement Management review.

Contract Management
• Support administration of assigned contracts and maintain accurate information in eVA Sourcing and Contracting.
• Track expiration dates, renewal options, and notice deadlines; coordinate renewal actions and proposed modifications for required review and approval.
• Notify Procurement Management of upcoming re-solicitation needs in time to support continuity of services.
• Work with requesting departments to monitor deliverables and vendor performance, address routine issues, and refer disputes or matters requiring additional authority to Procurement Management.
• Maintain complete, organized electronic contract files and document contract actions in accordance with LVA procedures.

Financial Operations Support
• Provide backup Accounts Payable support by entering vouchers in Cardinal using approved supporting documentation and established agency procedures as needed.
• Serve as an SPCC cardholder for authorized purchases and payments, maintain supporting documentation, and complete transaction reconciliation within established deadlines.
• Coordinate with Accounts Payable to resolve purchasing and payment discrepancies.
• Assist with updating desktop procedures and recommend improvements to purchasing and payment processes, internal controls, and customer service.

Minimum Qualifications

• Experience purchasing goods and services and using electronic purchasing or procurement systems.
• Working knowledge of public procurement principles, small-purchase procedures, and use of established contracts.
• Ability to interpret and apply procurement policies, procedures, and purchasing requirements.
• Ability to review quotations, pricing, and purchasing documentation for accuracy and completeness.
• Knowledge of basic contract administration and procurement recordkeeping practices.
• Analytical and problem-solving skills to research purchasing issues and resolve routine discrepancies.
• Strong organizational skills and attention to detail, with the ability to manage competing priorities and meet deadlines.
• Effective written and verbal communication, interpersonal, and customer service skills.
• Ability to work independently within assigned authority, seek guidance when needed, and collaborate with agency staff and vendors.
• Proficiency in Microsoft Excel, Outlook, Word, and Teams.

Additional Considerations

•Experience procuring IT goods and services, including software licensing, SaaS/cloud subscriptions, hardware, maintenance agreements or professional IT services.
•Experience with eVA, statewide IT contracts, and VITA procurement review and approval processes.
•Experience in contract administration and risk management.
•Knowledge of the Virginia Public Procurement Act, Agency Procurement and Surplus Property Manual, and VITA’s BUY IT Manual.
•Knowledge of Small Purchase Charge Card (SPCC) procedures required supporting documentation, and cardholder reconciliation responsibilities.
•Virginia Contracting Associate (VCA) or other relevant procurement certification.

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.

State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number of the fax cover sheet. Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call 804-225-2131 for assistance.
State applications will only be accepted as submitted online by 11:55 pm on the closing date through the Recruitment Management System (RMS). Applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State applications and or in resumes. The decision to interview an applicant is based on the information provided in the application, resume, or other relevant documents provided; therefore, it is essential for applicants to supply detailed information. Submitting an incomplete state application/resume, or a state application/resume lacking in detail, may impact your interview eligibility. This website will provide confirmation of receipt when the application is submitted successfully. Please refer to “Your Application” in your RMS Account to check the status of your application for this position.
All applicants are subject to a background investigation. The investigation may include: fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks requested by the hiring authority.

Equal Opportunity Employer

Contact Information

Name: Debbie Howe

Phone: (804) 292-6497

Email: Deborah.Howe@dhrm.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.