Purchasing Clerk

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 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: Purchases goods and services following established policies and procedures set forth by management. Compiles requests for materials, prepares purchase orders, keeps track of purchases and supplies, and handles inquiries about orders. Provides administrative support.

Essential Functions:

• Reconcile accounts as needed including department credit cards.
• Provide customer service for citizens, vendors, and staff by answering questions and requests in a timely fashion.
• Assist with RFP process and purchase orders in alignment with purchasing policies.
• Work within spreadsheet documents and in Microsoft Dynamics GP system supporting government wide purchases.
• Comply with all Purchasing policies and procedures.
• Obtain W-9’s for vendors and suppliers.
• Ability to handle frequent interruptions while performing daily duties.
• Ability to prioritize using organizational skills.
• Adhere to the approved vendor list.
• Manage daily requisition orders, ensuring completeness of requisition and purchase order process.
• Solicit competitive bids/quotes from vendors as needed and make decisions based on cost, quality and timeliness.
• Handle daily Purchasing needs, i.e., prepare invoices and purchase orders for accounts payable.
• Provide outstanding customer service through effective communication.
• Maintain detailed records of purchases, including quantities, shipping information, and costs associated with the purchase.
• Ensure that a professional and consistent approach is taken in relation to all vendor relationships.
• Complete basic office tasks such as answering phones, copying, filing, etc.
• Obtain necessary training including, but not limited to HIPPA and forklift operation.

Non-Essential Functions:

• Perform other related functions as assigned.

Equipment:

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

Position Requirements:

• High school diploma or GED required.
• Minimum of two (2) years of related experience in Purchasing, i.e. administrative assistant responsible for ordering office supplies, accounts payable clerk or customer service rep.
• 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.
• Proficiency with MS Office Applications including Microsoft Teams and Outlook preferred.
• Knowledge of general math skills.
• Strong skills in analytical capabilities, organization, reporting and data entry.
• Ability to operate warehouse machinery, such as forklift and other equipment as necessary.
• Ability to meet insurance requirements to drive Tribal Owned Vehicles required.

Indian Preference:

• Pokagon Band Preference Code applies.

Physical Requirements:

• Frequently required to stand and walk.
• Frequently required to use hands and fingers to operate equipment and lift and move packages.
• Frequently required to talk and hear.
• Required to stoop, kneel, crouch, bend, and crawl.
• Required to lift and/or move up to 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 that is performed within an office environment will have 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:

• Fostering Communication
• Ensuring Accountability
• Quality Focus
• Adaptability
• Teamwork
• Occupational Health and Safety