Find & Apply For Buyer / Purchasing Agent Jobs in Pawnee, Oklahoma

Position Overview:

Under the direction of the Finance Director, the Procurement Coordinator is responsible for administering purchasing and procurement activities for the Pawnee Nation in accordance with the Pawnee Nation Fiscal Policies and Procedures Manual, Federal procurement regulations, grant requirements, and applicable Tribal laws. The Procurement Coordinator serves as backup support for Accounts Payable functions. All procurement activities shall be conducted through the Nation's approved purchasing and accounting systems and adhere to established internal controls. The Procurement Coordinator plays a vital role in ensuring that Pawnee Tribe's purchasing activities run smoothly, cost-effectively, and in alignment with operational needs. This position serves as the central link between internal departments and external suppliers, managing the flow of goods, services, and information throughout the procurement process.

Essential Functions:

Procurement Administration 1. Review and process purchase requisitions for completeness, proper coding, budget availability, and required approvals. 2. Prepare and issue purchase orders in accordance with the Nation's procurement policies. 3. Ensure no goods or services are ordered without an approved purchase order. 4. Maintains procurement files, vendor files, bid documents, contracts, quotes, and procurement analyses. 5. Obtain and document vendor quotations in accordance with micro-purchase, small purchase, sealed bid, competitive proposal, and sole-source requirements. 6. Monitor requisition approval workflows and follow up on delayed approvals. 7. Assist departments with procurement procedures, vendor selection, and purchasing requirements. 8. Verify compliance with Indian Preference, Section 3 requirements, Federal regulations, and Tribal procurement policies. 9. Assist with bid solicitations, Request for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs). 10. Maintain approved vendor lists and procurement tracking reports. 11. Assist with contractor verifications including debarment reviews and SAM checks when required. Accounts Payable Backup Duties 1. Serve as backup to the Accounts Payable Clerk during absences and peak workload periods. 2. Review invoices for accuracy and match invoices to approved purchase orders and receiving documentation. 3. Enter approved vendor invoices into the accounting system for payment processing. 4. Verify proper coding and supporting documentation prior to payment. 5. Assist in preparing accounts payable batches, check requests, and payment documentation. 6. Ensure invoices are processed timely and marked paid after disbursement. 7. Maintain vendor payment files and supporting documentation for audit purposes. Compliance and Internal Controls 1. Maintain segregation of duties and internal control procedures established by the Finance Division. 2. Ensure all procurement actions are supported by required documentation and audit trails. 3. Assist with audits, monitoring reviews, and records retention requirements.