Procurement Specialist-Facilities & Finance-WV Higher Education Policy Commission-Kanawha Co.

Full Job Description

***This job opportunity is not in the classified service and is not covered by the West Virginia Division of Personnel merit system.

CLOSING DATE: The application period for this position will run through February 6.

The agency will begin reviewing applications on January 19, and priority consideration will be given to applications received by that date.

Applications submitted after January 19 will continue to be accepted and reviewed through February 6, 2026.

Application Process: In addition to filling out the online application, interested applicants should submit a cover letter and resume. Contact information for three professional references will be requested later in the interview process.

IMPORTANT: Your eligible score will be based on information provided in your application; therefore, make sure the work experience section in your application is detailed and complete.

All the Supplemental Questions must be answered; applications with "See Resume" as a response will not be considered.

Final candidates are subject to employment and credential verification, as well as reference and background checks.

GENERAL JOB SUMMARY:

The Facilities Finance and Procurement Specialist performs specialized accounting, procurement, and financial administrative functions related to capital construction projects and facilities management for West Virginia's public colleges and universities.

This position works under the direction of the Director of Facilities and Capital Project Management to provide financial oversight, contract administration support, procurement assistance, and specialized accounting services for major construction and renovation projects.

Classification: Full-Time, Exempt, Non-Classified, Benefits Eligible

JOB DUTIES AND RESPONSIBILITIES:

Prepares contracts and purchase orders, ensures compliance with state procurement regulations, processes construction-related invoices and payments, and maintains accurate financial records for capital project expenditures and contractual obligations.

Administrative and Coordination Activities

• Provides administrative support to the Director of Facilities and Capital Project. Management, the Vice Chancellor for Finance and Facilities, and finance staff.

• Coordinates with institutional financial officers and other state agencies regarding project funding, expenditure authorization, and reporting requirements.

• Assists with training and professional development activities for institutional personnel on financial procedures and compliance requirements.

• Maintains purchasing card for facilities and construction operations, including expenditures, monthly reconcilement and record management.

• Maintains electronic and physical filing systems for construction contracts, procurement documents, and financial records.

• Assists with other duties in the Division of Finance, including processing contracts and invoices for non-construction or capital projects as time and workload permit.

• Performs other duties as assigned to support the effective operation of the Finance Division.

Construction Contract Financial Administration

• Processes and reviews construction contractor invoices, change orders, bond payments, and payment software applications to ensure accuracy and compliance with contract terms and state regulations.

• Coordinates with supervisor to verify work completion and approve payment requests.

• Maintains detailed financial records for all construction projects, including budget tracking, expenditure analysis, and variance reporting.

• Prepares financial reports and summaries for construction projects as requested by management and institutional leadership.

• Monitors project budgets and alerts management to potential cost overruns or funding shortfalls

Procurement Support and Contract Management

• Assists with procurement processes for construction and professional services contracts, including preparation of solicitation documents and bid evaluation materials.

• Coordinates vendor registration and management in wvOASIS for construction contractors and professional service providers.

• Reviews and processes purchase orders, requisitions, and contract amendments related to capital projects.

• Maintains procurement files and documentation to ensure compliance with state purchasing requirements and audit standards.

• Supports the bid evaluation process by analyzing proposals, pricing, and vendor qualifications.

• Work is performed in office and field settings, and statewide travel may be required.

• Represents the agency at pre-bid meetings, hearings or discussions with other state and federal agencies.

Accounts Payable and Financial Processing

• Enters, reviews, and approves expenditure documents in wvOASIS for construction projects and agencies’ expenditures, ensuring proper accounting distribution and fund compliance.

• Processes deposits, transfers, and other financial transactions related to capital project funding sources.

• Reconciles construction project accounts and resolves discrepancies in coordination with institutional financial officers.

• Prepares allocation summaries and transfer documents as required by state reporting requirements.

• Assists with year-end closing procedures for construction project accounts.

General Accounting and Financial Support

• Assists in the preparation of annual financial statements, debt and capital asset reporting.

• Supports budget preparation and monitoring activities for facilities and construction operations.

• Prepares various financial spreadsheets, charts, and analytical reports as requested.

• Assists with internal and external audit activities related to construction expenditures and procurement processes.

• Maintains fixed asset records for completed construction projects and equipment purchases.

Qualifications

Education and Experience:

Associate degree in accounting, business administration, finance, or related field and a minimum of three (3) years of experience in accounting, procurement, or financial administration, preferably in public sector or construction-related environments is required.

Alternatively, applicants without an associate degree but have five (5) years of relevant experience in accounting, procurement, or construction financial administration will be considered.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong mathematical and analytical skills with attention to detail and accuracy.

• Knowledge of generally accepted accounting principles and government accounting practices.

• Understanding of state procurement laws, contract administration, and purchasing procedures.

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.

• Excellent written and verbal communication skills.

• Ability to prioritize multiple tasks, manage competing deadlines, and work effectively under pressure.

• Strong organizational skills and ability to maintain accurate records and documentation.

• Ability to work independently and as part of a team in a collaborative environment.

• Ability to exercise sound analytical judgment and problem-solving skills.

• Prepares and tracks purchasing documents as they are processed, reporting problems, and implementing solutions.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Experience with the State of West Virginia's accounting/fiscal system, wvOASIS.

• Knowledge of West Virginia procurement laws and construction contracting procedures.

• Experience with construction contract administration and payment processing.

• Knowledge of construction industry practices and terminology.

• Familiarity with capital project management and facilities operations in higher education environments.

• Understanding of federal and state regulations affecting public construction projects.

• Knowledge of the ability to prepare and review plans, specifications, and cost estimates for construction projects.

Additional Information

The West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, religion, sex, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. The Commission and Council provide a collegial and respectful environment that values the contributions of its staff.

This job opportunity is not in the classified service and is not covered by the West Virginia Division of Personnel merit system. Therefore, interested persons must apply directly to the hiring agency as directed above.