Procurement Specialist

The Procurement Specialist is responsible for managing all Amazon related purchasing activities for the Tribal Government, from initial requisition through final reconciliation and payment. 

This role ensures full compliance with Tribal procurement policies, internal controls, grant/federal funding requirements, and audit standards.

 The Specialist oversees purchase orders, order placement, tracking, receiving, invoice matching, and returns, serving as the primary point of contact for all Amazon Business procurement activities.

This position directly supports Tribal operations and community services by ensuring accurate, efficient, and transparent procurement workflows.

This is a full time non exempt position that reports to the Accounts Payable Manager.

Duties and Responsibilities Includes:

1. Requisition Review & PO Creation

• Review department purchase requests for completeness and compliance with Tribal procurement requirements.
• Create accurate purchase orders based on approved Amazon Business carts.
• Verify account coding, pricing, shipping, and tax accuracy.
• Ensure funding source compliance for general funds and grants.
• Attach required documentation, including quotes, approvals, or justifications.

2. Order Placement & Coordination

• Place Amazon Business orders using approved PO numbers.
• Monitor order confirmations, delivery windows, and pricing changes.
• Notify departments of order status and expected delivery dates, as needed.
• Resolve issues such as substitutions, restricted products, or cart changes.

3. Receiving Coordination & Documentation Matching

• Track shipments and deliveries using Amazon Business tools.
• Collect receiving documentation from receiving or departments (packing slips, delivery confirmations).
• Match received items to PO and invoice records.
• Investigate discrepancies between ordered, received, and invoiced amounts.

4. Invoice Processing & Reconciliation

• Retrieve Amazon Business invoices, including multi invoice shipments.
• Perform three way match: PO, receiving ,invoice.
• Ensure correct allocation of taxes, credits, and shipping costs.
• Prepare complete invoice packets for approval and payment.
• Code invoices to correct cost centers and grant accounts.

5. Payment Processing

• Submit reconciled invoices for approval per Tribal financial authority levels.
• Process payments via check, ACH, purchasing card, or Amazon pay by invoice.
• Maintain accurate financial records following internal controls.
• Ensure timely payment to avoid delays or penalties.

6. Returns, Refunds & Issue Resolution

• Process Amazon returns and replacements.
• Track refunds to ensure proper financial application.
• Resolve tax errors, account issues, damaged shipments, or delivery disputes.
• Coordinate with Amazon Business customer support when needed.

7. Reporting, Compliance & Recordkeeping

• Maintain organized records for financial audits and tribal reporting.
• Ensure compliance with Tribal procurement policies, federal regulations (including 2 CFR 200 when applicable).
• Prepare monthly purchasing and outstanding PO reports.
• Support year end reconciliation and financial audits.
• Protect Tribal data sovereignty and confidentiality.

8. Customer Service & Cross Department Support

• Provide training and guidance to staff on Amazon procurement procedures.
• Assist with policy interpretation and sourcing support.
• Recommend workflow improvements and participate in any system updates.

Minimum Qualifications

• High school diploma or GED; Associate degree required.
• 3 to 5 years of procurement, purchasing, or accounts payable experience.
• Experience with accounting or ERP systems (Dynamics GP, Tyler, etc.).
• Proficiency in Microsoft Office applications.
• Ability to manage deadlines, maintain accuracy, and follow internal controls.
• Strong communication and customer service skills.

Preferred Qualifications

• Experience working for Tribal Governments or Tribal enterprises.
• Knowledge of Tribal procurement policies and audit standards.
• Experience using Amazon Business procurement tools.
• Understanding of grant purchasing requirements (2 CFR Part 200).

Personal Skills:

• Excellent verbal and written communication skills with ability to interact effectively at all levels of the organization
• Ability to maintain confidentiality of sensitive information.
• Strong understanding of accounting principles, standards, and regulations.
• Highly detail oriented with strong accuracy and analytical skills.
• Effective time management and organizational abilities. 
• Ability to work independently and as part of a team in a professional manner both in person and through written and telephone communication.
• Strong ability to prioritize multiple tasks, projects, and deadlines.
• Demonstrated commitment to providing outstanding customer service.

Other: 

• Ability to learn and follow the Tribe's accounting department policies and procedures, as well as all applicable organizational policies.
• Must comply with the Tribe Drug Free Workplace Policy.

Physical Requirements:

• Ability to sit for extended periods, occasional standing, bending, stooping, and reaching required.
• Occasionally lifting or moving up to 25 pounds.
• Vision requirements include close, distance, color, and peripheral vision, as well as depth perception and the ability to focus. focus.

            Travel Requirements:

• Local, Statewide and out of state travel may be required.

Salary : $23 - $27