Purchasing Agent

Commitment to Citizen Service

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary customer service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.

Position Summary: Manages the execution of all aspects of the procurement process for the entire government; seeking at all times to optimize quality, cost and delivery. Purchases goods and services following established policies and procedures set forth by management. Oversees the process of procuring goods and purchased services by requesting proposals, consulting with vendors and reviewing price quotations.

Essential Functions

• Evaluate vendors by considering price, quality, availability, and other criteria.
• Prepare and process purchase orders to comply with established purchasing procedures and maintain appropriate files.
• Review all proposed and received orders to ensure vendor compliance and recommend vendor changes when necessary.
• Negotiate contracts with vendors to obtain the best deals on behalf of the government.
• Ensure timely and cost-efficient purchase and delivery of all vendor goods.
• Seek cost reduction and other strategic benefits that can be generated by professional purchasing tactics, such as comprehensive pre-negotiation data collection, analysis, and strategic negotiation.
• Ensure good stewardship of government resources by validating the spend for supplies, purchased services and capital equipment meet all Purchasing criteria.
• Prepare bid evaluations by considering cost impact to include, quality of work, commercial risk, selection of suppliers, value, cost, documentation, tax structure, insurance, and legal compliance.
• Work to resolve vendor payment and performance problems, and satisfaction matters.
• Check approved requisitions for accuracy prior to auto creating purchase orders.
• Ensure that all purchase requests have been approved in accordance with authorized approval levels.
• Review overdue purchase orders and proactively contact vendors to ensure all goods or services are on schedule to deliver or expedited if need be.
• Maintain close communication with departments and Purchasing Team, making sure they are aware of any potential purchasing issues.
• Contact vendors to inquire on status of orders.
• Review received goods in a timely manner with Shipping, Receiving and Purchasing Clerk and Inventory Control Specialist and respond to vendor invoice discrepancies.
• Adhere to the approved vendor lists.
• Obtain W-9’s for vendors.
• Ensure that a professional and consistent approach is taken in relation to all vendor relationships.
• Solicit competitive bids/quotes from vendors as needed and make decisions based on cost, quality, and timeliness.
• Complete basic office tasks such as answering phones, copying, filing, etc.
• Handle daily purchasing needs, i.e., prepare invoices and purchase orders for accounts payable.
• Manage daily requisition orders. ensuring completeness of requisition and purchase order process.
• Reconcile accounts as needed including department credit cards.
• Serve as back up to Shipping Receiving and Purchasing Clerk and Inventory Control Specialist
• Cross train with Purchasing team members to assure smooth operations, identify innovations and assist with implementation of new ideas.
• Provide customer service to citizens, vendors, and staff by answering questions and requests in a timely fashion.
• Ability to handle frequent interruptions while performing daily duties.
• Ability to prioritize using organizational skills.

Non-Essential Functions:

Perform other related functions as assigned.

Equipment:

• Standard office equipment.
• Systems used: MS Office applications, with focus on strong excel skills, SharePoint, CRM and GP Dynamics; Paramount, Panatrack.
• Tribal Owned Vehicle

Position Requirements:

• High School Diploma or GED required.
• Associate degree preferred; or relevant experience in lieu of degree may be considered.
• Minimum of four (4) years of related experience with purchasing being the primary role.
• Prior experience working with the RFP process required.
• Strong knowledge of procurement processes, inventory control and supply chain management principles.
• Excellent customer service and communication skills, both oral and written, with internal and external.
• Strong attention to detail and the ability to manage deadlines effectively.
• Strong skills with MS Office applications; proficiency in MS Excel required.
• Knowledge of general math skills.
• Strong skills in analytical capabilities, organization, reporting and data entry.
• Ability to meet insurance requirement to drive Tribal Owned Vehicles required.
• Ability to operate warehouse machinery, such as forklift and other equipment as necessary.

Indian Preference:

• Pokagon Band Preference Code applies.

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment and lift/move stock.
• Frequently required to talk and hear.
• Required to stoop, kneel, crouch, bend, crawl.
• Required to lift and/or move 40 pounds; occasionally required to lift and/or move up to 75 pounds.

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
• General warehouse environment. Lighting and temperature are generally adequate. Hazardous or unpleasant conditions caused by noise, dust, etc. could be in the air.
• Local travel is necessary, so the ability to travel as needed is required.

Competencies:

• Negotiating
• Decision Making
• Client Focus
• Ensuring Accountability
• Exemplifying Integrity
• Problem Solving