Job Description

The Purchasing Agent- ON CALL is responsible for procurement of quality goods and services at the lowest reasonable cost while operating at the highest standards of ethical conduct.

This position ensures that all supplies and property are purchased promptly, accurately and in adherence to the Tribe's established procedures, and that supplies, and property is received, stocked and inventoried on all items that are needed on an ongoing basis.

This position also ensures that documentation necessary to support all purchases, receiving, payment and appropriate reports are stored in an accurate, organized manner that are easy to retrieve.

This position is responsible for processing purchasing, receiving and inventory. This position will assist other Accounts Payable Technicians where needed.

This is a non-exempt position. The Purchasing Agent - On Call reports to the Accounts Payable Manager.

Duties and Responsibilities Include:

• Processes requests for credit cards purchases in accordance with Credit Cards and Purchasing policies.
• Acquiring price quotes from suppliers to satisfy federal requirements on micro purchases.
• Files requisition in pending shipment/invoice bin.
• Verifies packing slip when the item/items are received to ensure that orders have been filled correctly and the goods meet specifications.
• Notifies the employee who ordered the merchandise the same day of delivery and obtains employee's signature for receipt of ordered items.
• Keeps a log of all shipments received.
• Stamps all invoices received, staples all documentation and verifies code with chart of accounts.
• Verifies vendor statements; establish pending filing system for reconciling.
• Verifies GL account code and enter received credit card orders in Microsoft Dynamics GP.
• Prints daily receiving edits for review by supervisor prior to posting in A/P.
• After credit cards check run, staple check section with all documentation, deface (stamp paid), mail check as applicable, and file all supporting documents in vendor file folder.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Contacts suppliers to schedule or expedite deliveries, and to resolves shortages, missed or late deliveries and other problems.
• Processes incoming Purchase Advantage (Albertson's/Walmart) requests, by reviewing for approval, issuing purchasing cards, receiving receipts and cards, within a timely manner and process promptly for payment.
• Processes request for Casino/GEM charge slips as needed.
• Ensures accurate, organized easy to retrieve records are maintained and well documented for all credit cards transactions purchases and property purchased by the Tribe.
• Helps in disbursing A/P checks, as needed.
• Assisting employees who are requesting GSA lease auto vehicle and maintaining log book, making sure vehicle is returned in good condition.
• Process mail daily, stamp mail and distribute mail to staff.
• Assists other A/P staff when needed.

Miscellaneous:

• Cross train with other accounting positions in the department.
• Prepares and updates procedural manual, detail checklist of duties and responsibilities for this position.
• Maintains a positive working environment with co-workers in the accounting department, all tribal staff, community members, vendor representatives, and others to accomplish the Tribe's financial objectives and preserve good public relations.
• Assist in compiling, organizing, or preparing pertinent information for audits as required.
• Attends and participates in various staff meetings.
• Other duties as assigned by the Accounts Payable Manager.

Qualifications:

Education/Experience:

• GED or High School Diploma required.
• Minimum of six months of on-the-job training in accounting position required.
• Experience in Accounts Payable preferred.

Computer Skills:

• Microsoft Dynamics GP accounting software knowledge and experience is a definite plus.
• Experience in Excel with good accounting and office computer skills.
• Ability to use standard office equipment, including a personal computer, printers, calculator, photocopier, fax, etc.

Personal Skills:

• Good communication skills, able to communicate effectively with all levels of organization.
• Ability to maintain confidentiality of sensitive information
• Ability to interact with staff and others in a professional manner - in person, in writing, and on the telephone - and work well as a member of a team.
• Ability to work independently with minimum supervision.
• Have accuracy and attention to detail.
• Must have good work habits, including willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal department pressures.
• Must possess outstanding customer service skills.

Other:

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

Physical Requirements:

• Position involves sitting long periods, standing manual dexterity, stooping, and bending.
• Occasionally required to lift and move up to 25 pounds.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

Travel Requirements:

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

Licensing/Certification:

• Must have a valid Washington State Driver's License.

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