IT Buyer - Pennsylvania Higher Education Assistance Agency

PHEAA is a nonprofit student aid organization that holds a mission of providing affordable access to higher education.

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Salary: Grade 14 ($53,353.00-$74,236.00)

Shift: Monday through Friday 8:00 AM - 5:00 PM

Location: Harrisburg, PA. Hybrid work schedule, 2 days onsite

Department: Financial Management

The IT Buyer administers procurement strategies and activities of IT related systems, services, hardware, and software in conjunction with IT management. Work involves evaluating IT procurement needs, developing appropriate sourcing strategies based on Agency management input, actively assisting in the development of IT statements of work, strong negotiations with vendors and business partners, and making recommendations on future procurement strategies and goals. This position performs independently with a high degree of proficiency recognizing and acting when issues require escalation. This position will also perform procurement work for other Business Units across the Agency as needed.

Primary Duties and Responsibilities

Procurement

Collect and analyze information on business needs and technical environments so as to recommend a strategy to procure the best purchase based on the information gathered.

Conduct research to identify vendors and products that can meet the business need. Use multiple avenues to gather this information including but not limited to Gartner, standard internet searches, existing vendor partnerships, the Business Unit.

Review on-line Small Business Administration resource databases to identify applicable vendors so that procurement opportunity is provided to a robust and diverse vendor pool for consideration.

Document activity in the appropriate system to ensure the history is documented for reference and decision-making.

Apply the appropriate procurement method or any combination to acquire requested goods/services. This includes but is not limited to bid processes, purchase orders, PHEAA contracts, Commonwealth State Contracts with a PHEAA purchase order.

Review current agency contracts and procurements and proactively make recommendations on future procurement strategies.

Initiate procurement activity for expiring contracts by confirming direction from the Business Unit, understanding contract terms that could impact the decision to terminate or renew. Complete the purchase process, and set the status for Contract Specialist action, if applicable.

Provide expertise and leadership to Business Units throughout the procurement process to ensure adherence to Agency procurement policies. Consult with Contract Specialists as appropriate.

Conduct strong negotiations (price, extended maintenance, availability, delivery schedule, etc.) on behalf of the Agency to achieve best value on products and services.

Follow procurement activity through to delivery, initiating expediting action if delivery date is in jeopardy of being missed, escalating when necessary. Work with vendor to resolve invoicing issues related to the order document.

Commodity and Business Knowledge

Initiate a Procurement Workbook to gather information regarding the purchase, leading the Business Unit through the process.

Collaborate with the Business Unit to confirm an understanding of the intended use, impact, and priority of the product or service.

Be the Agency product specialist for particular commodities purchased for assigned Business Units.

Understand IT business needs, current business developments and economic trends through communication and collaboration with supported Business Units. Prioritize work effort to support Business Unit priorities.

Responsible for evaluating performance of vendor(s) in meeting contract requirements, escalate issues to TPRM.

Demonstrate creativity in finding solutions to provide what is needed so as to meet Business Unit needs.

Other Duties and Responsibilities

Comply with the Agency’s enterprise security and privacy policies and departmental procedures.

Other duties as assigned.

Bachelor’s degree (IT related preferred) and two-four years of experience in a procurement role or any equivalent combination of experience, training, and/or certification(s).

Proficient with PeopleSoft ERP System, or similar ERP software.

Knowledge of general purchasing procedures, regulations, industry standards, and vendor contracting.

Broad knowledge of IT hardware, software, and services.

Demonstrated ability to negotiate with vendors and business partners.

Proficient research, writing, and editing skills.

Attention to detail and ability to plan, prioritize, and accomplish multiple competing tasks.

Demonstrated ability to work consistently under pressure.

Excellent communication and collaboration skills, including the ability to build strong professional relationships.

Proficient knowledge of Microsoft Office.

Physical Requirements and Work Environment

Flexibility for occasional off-site travel if needed

PHEAA’s environment welcomes and supports our employees, customers, and stakeholders; we seek out and value differing perspectives and contributions. Our organizational culture promotes diversity, equity, and inclusion at all levels of the organization.

Bachelor's degree