Tribal Goverment Procurement Specialist

For any inquires please reach out to HR Specialist Katie Gutierrez via email at kgutierrez@pojoaque.org

Position Summary

The Procurement Specialist supports the Finance Department by reviewing and processing purchase requisitions, issuing purchase orders, assisting departments with purchasing goods and services, maintaining vendor and contract records, and supporting supply inventory controls. This position helps ensure procurement activity is properly documented, processed in accordance with established policies and applicable purchasing guidelines, and supported with accurate records for payment, reporting, year-end close, and audit purposes. The role requires strong confidentiality, attention to detail, organization, customer service, and the ability to work effectively with departments, vendors, employees, and Tribal officials.

Key Responsibilities

• Review and process purchase requisitions and issue purchase orders in accordance with established Finance Department procedures and purchasing requirements.
• Assist Tribal departments with purchasing goods and services, including helping staff understand purchasing steps, documentation needs, and approval requirements.
• Document bid processes and maintain procurement records in accordance with established policies, procedures, and applicable purchasing guidelines.
• Maintain business accounts with vendors, assist with vendor account setup, and prepare credit applications and related vendor documentation as needed.
• Receive ordered goods, verify supporting information, and notify departments when items are available for pick-up or follow-up action.
• Prepare payment vouchers upon receipt of vendor invoices and support partial payments for open purchase orders when appropriate.
• Maintain master contract files and related procurement documentation in an organized and audit-ready manner.
• Maintain custody of supplies inventory, issue supplies to departments, and support accurate tracking of inventory activity.
• Prepare monthly inventory usage reports for Accounting to support journal entry preparation and financial reporting.
• Create and maintain spreadsheets, purchasing logs, inventory reports, vendor records, and other tracking tools as required.
• Assist with year-end closeout by providing procurement, inventory, vendor, contract, and purchasing documentation as requested.
• Assist with the annual audit by gathering records, responding to documentation requests, and supporting review of procurement and inventory activity.
• Maintain confidentiality of privileged, vendor, employee, departmental, and financial information.
• Perform other duties as assigned and adapt responsibilities as department needs, procedures, or operational priorities change.

Qualifications

Education:

• High school diploma or equivalent preferred; coursework in business administration, accounting, finance, procurement, or a related field is helpful.

Experience:

• Experience in purchasing, procurement, accounts payable, inventory control, contract files, administrative support, or finance office operations preferred.
• Experience working with Tribal government, public sector entities, vendors, departments, or regulated purchasing processes preferred.
• Experience preparing purchasing documentation, payment vouchers, spreadsheets, inventory reports, or audit support records preferred.

Technical Skills:

• Knowledge of state and federal purchasing guidelines and the ability to apply established purchasing policies and procedures.
• Knowledge of modern office practices, procedures, equipment, and standard business documentation.
• Skill in using computerized accounting software programs, office equipment, 10-key adding machine, word processing programs, and spreadsheet programs.
• Ability to create and generate spreadsheets, purchasing logs, inventory usage reports, and other routine tracking documents.
• Ability to interpret written, oral, diagram, schedule, policy, and procedural instructions.
• Ability to define problems, collect data, establish facts, and draw valid conclusions in routine purchasing and administrative matters.

Core Competencies

• High level of confidentiality, integrity, and accountability in handling privileged information.
• Strong verbal and written communication skills.
• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to handle multiple tasks, meet strict timelines, and remain effective under stressful conditions.
• Sound judgment and ability to make solid decisions within established policies and procedures.
• Ability to work independently and efficiently while also maintaining effective working relationships with departments, employees, vendors, and officials.
• Ability to interact respectfully with individuals of varying social and cultural backgrounds.
• Knowledge of the functions, structure, and governance environment of the Pueblo of Pojoaque.
• Cultural awareness and respect for Tribal sovereignty, traditions, and governance.

Working Conditions

• Office-based environment within Pueblo of Pojoaque administrative offices.
• Regular interaction with Finance staff, departments, vendors, employees, and Tribal officials.
• Requires frequent use of computers, accounting or purchasing systems, spreadsheets, files, office equipment, and standard business records.
• May require extended or focused work during high-volume purchasing periods, year-end closeout, inventory reporting, or annual audit preparation.
• May require occasional movement of office supplies or inventory items within normal office or administrative settings.

Additional Requirements

• Required to sign a Confidentiality Statement.
• Must possess and maintain a current valid New Mexico Driver's License.
• Must be able to successfully pass a pre-employment drug/alcohol screen.
• Must comply with Pueblo of Pojoaque policies, Finance Department procedures, purchasing requirements, and applicable confidentiality standards.

Success Metrics

• Purchase requisitions and purchase orders are processed accurately, timely, and in accordance with established requirements.
• Bid documentation, vendor records, contract files, and purchasing support are complete, organized, and audit-ready.
• Departments receive timely support for purchasing goods and services.
• Payment vouchers, vendor invoices, partial payments, and open purchase order activity are properly supported and coordinated with Accounting.
• Supplies inventory is controlled, issued appropriately, and reported accurately each month.
• Year-end closeout and annual audit requests are supported with accurate and complete documentation.
• Confidential information is protected and handled in accordance with Tribal and department expectations.