Procurement Specialist

Job Closing: Jan 28, 2021

Job Code: 43-3061
Status: Full-time, Permanent
Exempt: No
Location: Community Building
Department: Procurement
Reports To: Procurement Manager

SUMMARY: Under the direction of the Procurement Manager, the Procurement Specialist is responsible to assist the department in all aspects of the procurement process of goods and equipment for Tribal, State and Federally-funded programs. In addition to the guidelines of the Saint Regis Mohawk Tribe’s policies and procedures, internal control standards and objectives by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • Prepares and reviews e-Requisition reports for supervisory approval and ensure review conform with policies.
  • Approves Purchase Orders (POs) in the absence of the Procurement Manager or as assigned.
  • Maintains E-Requisition system and assists in correcting deficiencies in the MIP system.
  • Answers field questions on e-Requisitions pending status.
  • Process Credit Card orders daily. Updates universal credit card log and notifies requester progress of purchase.
  • Ensures Vendors utilized via Credit Card are temporary, limited purchases.
  • Reconciles weekly credit card expenditures, as required.
  • Utilizes established Bid process file system.
  • Research information as requested on purchases & contracts in accordance with Procurement purchase limits.
  • Prepares researched information, such as Request for Quotes (RFQs), Invitation for Bids (IFBs), etc. for review with Procurement Manager.
    • Analyze costs and negotiate terms with suppliers such as price, quality of goods, deadlines, expectations, etc. to suit the best needs of the Saint Regis Mohawk Tribe
  • With the guidance of the Procurement Manager, prepares forms to simplify the bid process and the overall operations of the department.
  • Provide clear, essential information to requesting department, with the approval and guidance of the Procurement Manager for bidding process.
    • Work with programs to identify their needs, build relationships and train users in the Procurement Policy and procedures and the benefits of having early Procurement involvement.
  • Assist with Insurance Coverage – Vehicles, Buildings and other Liability concerns.
  • Conducts the annual physical inventory of Tribal property and assets.
  • In the absence of the Procurement Clerk and Procurement Assistant, and as directed:
    • Books and maintains the schedule for Tribal vehicles for local travel in the absence of the Procurement Clerk/Procurement Assistant.
    • Ensure vehicles are being maintained for excellent running conditions.
    • Performs duties of Procurement Clerk in the absence of, or as assigned for continued proper work flow on behalf of the Travelers.
  • Performs all duties in a professional manner.
  • Promote the Saint Regis Mohawk Tribe in a positive manner.
  • Perform other related duties as assigned.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Two-year degree or certificate from a college or technical school; and one-year related experience and/or training; or equivalent combination of related education and experience. Experience in Procurement is an asset but not required.

OTHER SKILLS and ABILITIES: Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. Computer testing in the applicable skills may be a requirement during the interview process. Performs as required in accordance with Saint Regis Mohawk Tribe policies, to include but not limited to, the Procurement Policy, Finance Policy, Fleet Policy, Travel Policy, etc. Knowledgeable with OMB Super Circular along with New York State (NYS) and Federal Funded Regulatory Guidelines.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Possession of a valid Driver License in accordance with Fleet Policy.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

The successful candidate must pass a test for illegal substances prior to employment being confirmed.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks. Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

NATIVE PREFERENCE POLICY

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

DRUG TESTING POLICY

The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.

BACKGROUND CHECK

Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.

ELIGIBILITY LIST

A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.

INTERVIEW

Testing in the applicable skills may be required as part of the interview process.