Purchasing Assistant

SUMMARY The Purchasing Assistant is responsible for assisting with the procurement functions for the tribal government, processing all GTB purchase orders, pricing and buying decisions for purchasing program supplies, equipment, services and materials. Compile and maintain records of business transactions and office activities of Purchasing and supporting the Purchasing Manager and others as and when needed.

MINIMUM QUALIFICATIONS

• Associate Degree in Business Administration, or business-related discipline required.
• One to three years' of purchasing experience is required.
• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist in the processing of all GTB purchase orders, pricing and buying decisions for purchasing program supplies, equipment, services and materials.
• Assist in all aspects of purchasing and receiving, including the processing of all requisitions and purchase orders, confirmations of orders, verification of quantities and pricing, proper documentation and authorizations and any adjustments to purchase orders and deliveries.
• Evaluate all purchase acquisitions and purchase orders on a regular basis.
• Develop implementation strategies for all programs and provide optimal level customer services.
• Resolve all purchase issues and coordinate with accounts payable to process all invoices.
• Provide assistance to all purchasing staff and manage all calls for purchasing and delivery schedule.
• Ensure compliance to all purchasing guidelines and perform analysis on all procedures and prepare required reports.
• Assist in maintaining purchasing procedures to current practice and conduct an annual review with Accounts Payable and Receiving to make any necessary changes.
• Assist in ensuring requisitions, purchase orders, and other documents are correct and accurate.
• Assist in maintaining and updating contract log with invoices received.
• Assist in negotiating purchases and contracts with vendors.
• Provide for efficient interface with accounting department, program directors, and management.
• Assist and serve as consultant to program directors in matters of budgeting for planning for purchases, preparation of requisitions and statements of work so that they may provide a sound basis for purchasing and contracting.
• Communicate with vendors about purchase orders, invoices, past due accounts, new accounts, etc.
• Assist with Maintenance of stock inventory and records of supplies.
• Assist with implementing policies and practices as outlined in the GTB Purchasing Manual.
• Assist with scheduling routine maintenance for departmental equipment and vehicles
• Conduct marketing research to identify marketing trends.
• Assist with Capital Expenditures Planning, bi-annual property management and inventory.
• Assist with Storage and Warehouse management.

OTHER SKILLS AND ABILITIES

• Must have outstanding written and verbal communication skills.
• Excellent time management and organizational skills are critical.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Exceptional detail and follow-up skills.
• Work requires proficiency in computer literacy in Windows, Adobe, Word, Excel, and other Microsoft office products and database applications. Experience with accounting software systems.
• Advanced proficiency in leadership and management skills and techniques.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must be able to conduct market research to identify pricing trends.
• Must be able to evaluate offers from vendors and negotiate better prices.
• Must have a good understanding of supply chain procedures.
• Recognizes technical problems or deviations from normal procedure and confers with immediate supervisor to resolve them after searching precedents to develop a recommended solution.
• Uses good judgement in interpreting guidelines, in adapting department procedures, or in recommending approaches or solutions for specific problems.

EDUCATION and/or EXPERIENCE

• Associate Degree in Business Administration, or business-related discipline required.
• One to three years' purchasing experience is required.
• Successful completion of Program Director Training within one year from the date of hire.
• Advanced knowledge of applicable laws, regulations, rules, procedures, and administration is required.
• Basic knowledge of business, budgeting, accounting, purchasing and planning.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities.

EQUIPMENT TO BE USED

General office equipment; calculators, computers, modem, copiers, fax, phone systems, etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, and lifting to fifty pounds. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc. Should have corrected normal range of hearing and sight. Regularly requires verbally expressing or exchanging ideas of important instructions accurately, loudly, or quickly.

TYPICAL MENTAL DEMANDS

The employee uses judgement in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Some deadlines are involved, so there is time pressure on occasion.

WORKING CONDITIONS

A good deal of work is performed in an office environment, but it is important to realize that some of the work is in the offices of the various properties and that you are expected to go on-site on a regular basis.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy regarding confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval.* Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Purchasing Assistant Jobs at Grand Traverse Band of Ottawa and Chippewa Indians