Procurement Officer

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.

Education and Experience:

High School Diploma or GED

Bachelor’s Degree in Administration or Accounting 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.

Two years of Accounts Payable experience preferred

Ability to work under pressure and maintain personal composure evaluates situations and act/react appropriately, use tact in dealing with business associates, staff, visitors, and tribal members in difficult situations.

There are constant deadlines associated with this position.  The employee must be able to multi-task, and interact with a wide variety of people at various times and on complicated and diverse issues.

The work environment characteristics described herein are representative of those an employee encounters while performing the primary functions of this job in a office setting.  Normal office conditions exist as do conditions with other associated programs and services; Noise levels, stress, tribal members/visitors flow and number of associates directly managed will vary but may be considered high.  Administrative workload will be managed daily with additional hours required from time-to-time.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the primary functions of this job.  While performing the duties of this job, the employee is required to frequently stand, walk, sit, bend, twist, talk and hear/listen.  There are prolonged periods of sitting, keyboarding, reading as well as standing. The employee must occasionally lift and/or move up to fifty (50) pounds.  Specific vision abilities required by this job include reading, distance and computer and color vision.  Talking and hearing/listening are essential to communicate with tribal members/clients/staff and peers.  

In performance of their respective tasks and duties all employees of the Kickapoo Tribe of Oklahoma are expected to conform to the following:

• Uphold all principles of confidentially and patient care to the fullest extent
• Adhere to all professional and ethical behavior standards of the healthcare and social services industry, must be compliant with the personnel policies.
• Interact in an honest, trustworthy, and dependable manner with co-workers/clients.
• Must be culturally sensitive and respectful to the beliefs and traditions of the Kickapoo Tribe of Oklahoma
• Meet or exceed the performance standards as set out by organization
• Work independently and as a team member; consistently demonstrating professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards and behavior that contribute to harmonious relationships.
• Uphold the Policy and Procedures of the Kickapoo Tribe of Oklahoma and associated programs services and the Kickapoo Tribe Employee Policy and Procedures.
• To report and document accidents/injuries immediately to supervisor
• Maintain high standards of personal appearance and grooming
• Attends all scheduled employee meetings/trainings and brings suggestions for improvement.

The Kickapoo Tribe of Oklahoma is committed to Equal Employment without regard to race, religion, color, gender, national origin, age, disability or sexual orientation.  However, in accordance with the Indian Preference Act (Title 25 U.S. Code 472 and 473) preference in filling vacancies are given to qualified Indian candidates.

In reference to Personnel Policy, Section 1-24, Employment At-Will.  All employees who do not have a written contract with the employer for a specific fixed term of employment are thereby employed at the will of the employer for an indefinite period. Employment with the Kickapoo Tribe, without a written contract, is voluntary and therefore employees are free to resign at any time with or without cause or reason.  Likewise, the Tribe may terminate the employment relationship at any time with or without notice and for any lawful reason deemed appropriate by the Tribe for good cause, bad cause, or no cause at all.  This policy is commonly referred to as “employment-at-will.”

DISCLAIMER:  The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position.  It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  Employee will be asked to perform other duties as needed.