Job Summary:
The Purchasing Specialist is responsible for coordinating the procurement of goods and services while ensuring compliance with Tribal procurement policies, federal and state regulations, Uniform Guidance (2 CFR Part 200) for federally funded purchases, and applicable purchasing laws. This position administers the procurement process from requisition through purchase order issuance, vendor management, contract administration, inventory support, and purchasing record maintenance. The Purchasing Specialist works closely with departments to obtain quality goods and services at the best value while promoting fairness, transparency, and fiscal accountability.
Primary Responsibilities:
Procurement Administration
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Review purchase requisitions for completeness, accuracy, funding availability, and required approvals.
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Prepare and issue purchase orders in accordance with Tribal procurement policies.
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Solicit quotations, bids, and proposals for goods and services.
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Coordinate Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs).
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Evaluate vendor pricing, quality, delivery schedules, and service capabilities.
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Recommend vendors based on cost, quality, compliance, and best value.
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Monitor purchase order status and ensure timely delivery of goods and services.
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Resolve purchasing discrepancies with vendors and departments.
Vendor Management
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Maintain vendor records and procurement files.
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Assist with vendor onboarding, including collection of W-9 forms, insurance certificates, licenses, and required documentation.
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Verify vendor eligibility and compliance with Tribal and federal requirements.
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Build and maintain positive relationships with vendors and suppliers.
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Monitor vendor performance and recommend corrective actions when necessary.
Grant and Federal Procurement Compliance
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Ensure purchases funded by federal grants comply with Uniform Guidance (2 CFR Part 200).
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Verify procurement methods meet applicable federal thresholds and competition requirements.
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Maintain procurement documentation supporting grant-funded purchases.
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Assist departments with procurement requirements for federal awards.
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Support Single Audit and grant compliance reviews.
Contract Administration
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Assist in preparing purchasing contracts and service agreements.
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Monitor contract terms, expiration dates, renewals, and amendments.
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Maintain contract files and procurement records.
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Coordinate contract execution with legal and management as appropriate.
Inventory and Asset Support
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Assist with purchasing of capital equipment and fixed assets.
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Maintain records of purchased assets for inventory and accounting purposes.
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Coordinate with receiving personnel to verify shipments and inventory.
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Assist with annual inventory counts as assigned.
Financial and Administrative Support
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Verify proper account coding and budget availability.
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Work closely with Finance regarding purchase orders, invoices, and payments.
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Assist Accounts Payable in resolving invoice discrepancies.
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Prepare procurement reports and purchasing analyses.
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Monitor purchasing activity against departmental budgets.
Compliance and Internal Controls
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Ensure compliance with Tribal procurement policies and procedures.
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Maintain confidentiality of purchasing information.
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Support internal controls to safeguard Tribal assets.
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Identify opportunities to improve procurement efficiency and cost savings.
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Maintain complete and organized procurement records for audits.
Other Duties
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Provide purchasing guidance to department staff.
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Participate in procurement training and professional development.
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Follow all policies and procedures set forth by the UKB Federal Corporation.
- Other duties as assigned by supervisor.
Supervisory Responsibilities:
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This position has no supervisory responsibilities.
Education:
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Associate's degree in Business Administration, Supply Chain Management, Purchasing, Accounting, Finance, or related field required.
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Bachelor's degree preferred.
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Will consider experience in lieu of.
License/Certifications:
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No professional license or certification required.
Experience:
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Minimum of three (3) years of progressively responsible purchasing, procurement, or contract administration experience.
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Experience with governmental, tribal, nonprofit, or public-sector procurement preferred.
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Experience with federal grant procurement requirements preferred.
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Experience working for a federally recognized Tribe or Tribal enterprise preferred.
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Knowledge of Tribal procurement codes and policies preferred.
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Experience administering federally funded procurement activities preferred.
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Knowledge of purchasing and procurement principles.
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Knowledge of competitive bidding procedures.
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Familiarity with Uniform Guidance (2 CFR Part 200) procurement standards.
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Knowledge of contract administration.
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Understanding of budgeting and basic accounting principles.
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Strong negotiation and vendor management skills.
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Excellent analytical and organizational skills.
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Ability to interpret policies, contracts, and procurement regulations.
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Strong customer service and communication skills.
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Proficiency with Microsoft Office, especially Excel and Word.
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Experience using ERP or procurement software such as MIP Fund Accounting, Sage Intacct, Tyler Technologies, Oracle, Workday, or similar.
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Ability to maintain confidentiality and exercise sound judgment.
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Follow all guidelines, regulations, standards, and Federal state and tribal policies.
- Must possess a valid Oklahoma Driver’s license and a clear background check.
Physical Requirements:
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Prolonged periods of sitting and computer work.
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Ability to occasionally lift up to 25 pounds.
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Manual dexterity sufficient to operate standard office equipment.
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Occasional travel to vendor sites or Tribal facilities.
Work Environment:
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Office environment with occasional travel for training or meetings.
- Occasional overtime may be required to meet procurement deadlines or support audits.
This position may have care of or contact with Indian children.
Applicants must meet the stated minimum qualifications for the position as listed in the job posting. In the event of a tie, we reserve the right to give preference to qualified UKB Tribal members or other Native American applicants.
The statements contained herein are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as necessary to meet organizational needs.
