Procurement Officer

Description

This position organizationally falls under the Property Director of the Kickapoo Tribe of Oklahoma. Operational hours are Monday through Friday, 8:00 am to 5:00 pm, or as needed to better serve the community of the Kickapoo Tribe of Oklahoma’s programs and services. Incumbent oversees and is responsible for the compliance with vendor contracts and quality control of the Kickapoo Tribe’s property. The Procurement Officer works directly with the Kickapoo Tribe of Oklahoma’s Accounting Department to ensure accuracy and appropriateness of requisitions, vendor receivables, purchase orders open or closed, and remittances based upon received inventory. The incumbent must be flexible in order to undertake a variety of miscellaneous duties as assigned by the Property Director.

Tasks are as follows, but not limited to:

1. Manage the procurement activities of the Kickapoo Tribe of Oklahoma to assure compliance with 2 CFR Part 200, 45 CFR Part 75, Federal Acquisition Regulations System (FARS), National Procurement Policies (25 CFR 276.12) and Kickapoo Tribe’s procurement policy.
2. Responsible for the development of purchasing policies and procedures to ensure that Tribal and Federal funds are spent in accordance with existing laws and Federal regulations.
3. Develop and maintain a tribal purchasing manual that is accepted and approved by the Business Committee.
4. Prepare requisitions, knowledge of coding by fund, knowledge procurement policies and required signatures, budget limitation, allowable cost.
5. Responsible for the fiscal obligation and safeguard on the Kickapoo Tribe of Oklahoma’s credit cards by reviewing receipts of all purchases against monthly statements, ensuring no discrepancies.
6. Responsible for meeting on a monthly basis with department directors to ensure their department is in compliance with their budget given for the fiscal year.
7. Conducts and negotiates competitive bidding process for goods and services.
8. Prepares and reviews all construction and service contracts by conducting negotiations with contractors to assure compliance.
9. Commit and encumber funds by processing of requisitions/purchase orders.
10. Responsible for maintaining file of purchase orders.
11. Develops and maintains records of property sales, along with Tribal owned vehicles and business cellphones.
12. Responsible for contracting and negotiating insurance coverage necessary to protect tribal property and operations.
13. Manages all insurance coverage of physical property: liability and property.
14. Files and manages insurance claims as may be necessary.

The incumbent must be flexible in order to undertake a variety of miscellaneous duties as assigned by the supervisor or team leader.

Must be self-motivated and be able to work with little or no supervision. A supervisor will make periodic visual inspections of the assigned areas, as well as accepting reports from other staff members.

Prompt and daily attendance is of utmost importance; failure to be on the job not only disrupts the smooth functioning of the employee’s own job, but also inconveniences the other interrelated jobs. The success of an employee depends in large measure on how well the job is done each day.

Qualifications

Education and Experience:

High School Diploma or GED

Bachelor’s Degree in Administration or Accounting preferred

Two years of Accounts Payable experience preferred

Additional Qualifications:

• Knowledge of requirements of 25 CFR Part 276, 2 CFR Part 200 and FARS.
• Knowledge of policies and procedures used for property control and procurement.
• Knowledge of best practices and procedures for risk assessment and management.
• Ability to use an integrated accounting software system and Microsoft applications.
• Ability to handle multiple tasks and priorities in a constantly changing environment.
• Process strong analytical, problem solving and organizational skills.
• Process accurate data entry and attention to detail skill.
• Ability to interpret, apply and explain laws, regulations and policies.
• Ability to identify discrepancies or inaccuracies in data and make corrections. 
• Possess a valid State of Oklahoma Driver’s License
• Pass a Drug Screening Test
• Complete an OSBI and Federal background investigation.