POSITION DESCRIPTION



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EXEMPT ____

NON-EXEMPT _X__

POSITION DESCRIPTION

POSITION: PURCHASING SPECIALIST

RESPONSIBLE TO: Accounting Manager

SALARY: GS-06 $28,282 - $36,364 Annual/Full Benefits

GS-07 $31,080 - $40,398 Annual/Full Benefits

CLASSIFICATION: Non-Management, Regular, Full-Time

LOCATION: Klamath Tribal Health & Family Services

3949 South 6th Street

Klamath Falls, OR 97603

POSITION OBJECTIVE

Under the direction of the Accounting Manager, the Purchasing Specialist will be responsible for receiving, ordering and distributing supplies and acquisitions for Klamath Tribal Health & Family Services staff. The Purchasing Specialist will also be responsible for issuing purchase orders, attaching supporting documentation and sending them through for payment. This position requires someone who can work independently with minimal supervision to ensure timely, accurate and efficient work flow in accordance with office policies and standards.

MAJOR DUTIES AND RESPONSIBILITIES

1. Responsible for implementing the purchasing system according to the established standards and guidelines for the procurement of supplies, equipment, construction and services for Klamath Tribal Health & Family Services. This requires knowledge of federal and individual contracts and grant guidelines and requirements.

2. Responsible for determining which procurement method purchase requests require; small purchases, competitive sealed bids, competitive negotiation, non-competitive negotiation, or blanket purchases.

3. Coordinate purchasing procedures for goods and services ensuring standard practices are followed for preparing purchase orders and processing invoices for payment.

4. Process supply order forms. Consult with requestors concerning specifications for certain products and negotiate with vendors to obtain best possible terms and price for goods and services. Purchase supplies from vendors and deliver them to the requestors on a weekly basis. Report to requestors the status of any back ordered items.

5. Organize and maintain the Office Supply Room ensuring adequate supplies are available for departments.

6. Receive Purchase Order Request forms, verify funds available in the budget and account information is correct, issue purchase orders and obtain authorized signatures to validate the purchase order.

7. Process purchase orders after purchase orders have been authorized by Department Managers and approved by Finance signature. Review invoices approved for payment and verify with Accounts Receivable Specialist that proper receiving information and documentation are attached; ensure appropriate department approval is in place. Forward purchase orders and supporting documents to the Accounts Payable Specialist for check processing.

8. Process monthly bills in a timely manner, to avoid added finance/service charges.

9. Review aging purchase orders on a monthly basis to ensure timely processing.

10. Run a budget verses actual expense report each month for variable differences and review with the Accounting Manager.

11. Other related duties as assigned.

SUPERVISORY CONTROLS

Work is performed under the direct supervision of the Accounting Manager. Assignments are performed according to established procedures using set standards. New assignments are provided in detail, as well as changes in current procedures. Major or new issues are referred to supervisor. Work is spot checked for accuracy, adequacy, and timeliness.

Supervisor will provide general instructions on policy and/or procedure changes and reporting requirements and will set overall objectives and priorities. Employee performs daily assignments independently, resolving normal questions and problems according to established procedures and past experience and precedent. Unusual, new, or complex assignments are discussed with the supervisor.

The Health Finance Officer outlines the overall Tribal Health Finance Department and I.H.S. program objectives and priorities, time limits, and the financial and personnel resources available.

KNOWLEDGE, SKILLS, ABILITIES

Must possess basic accounting skills.

Ability to communicate in a professional manner, using both oral and written forms of communication.

Possess good clerical skills, i.e. typing, filing, operating standard office machines, typewriter, calculator, etc.

Skill in using computers, the internet, word processing, spreadsheets, and database programs.

Ability to work and accomplish tasks in accordance with established policies, procedures, practices, and priorities of the office.

Skill and ability to organize, plan, and prioritize workload using one’s own initiative. Must be detail oriented.

Ability to negotiate with vendors and work with the public.

Knowledge of record management systems.

Ability to maintain strict confidentiality of records and adhere to the standards for health record-keeping, HIPAA and Privacy Act requirements.

QUALIFICATIONS, EXPERIENCE, EDUCATION

Minimum Qualifications:

• High School Diploma or Equivalent is REQUIRED. (Must submit a copy of diploma or transcripts with application.)

• One (1) year education/experience in area of procurement and purchasing is REQUIRED.

• Demonstrated knowledge of records management is REQUIRED.

• Experience with use of computerized accounting systems, such as spreadsheet and database applications is REQUIRED.

• Ability to type 30 wpm, with accuracy. Accuracy will be a prime consideration. (Typing certification, 3-5 minute timed test must be submitted with application.)

• Must submit to and clear an alcohol/drug screen and random testing as per policy.

• Must submit to and clear a Criminal Background check; as per Indian Child Welfare Act and Indian Health Services suitability for employment guidelines.

• Indian Preference will apply, as per policy. Must submit documentation with application to qualify for Indian Preference.

Preferred Qualifications:

• Associate Degree may be substituted for specialized experience. (Copy of Degree must be submitted with application to be considered.)

ACKNOWLEDGEMENT

This job description is intended to provide an overview of the requirements of the position. It is not necessarily inclusive and the job may require other essential and/or non-essential functions, tasks, duties, or responsibilities not listed herein. Management reserves the sole right to add, modify, or exclude any essential or non-essential requirement at any time with or without notice. Nothing in this job description, or by the completion of any requirement of the job by the employee, is intended to create a contract of employment of any type.

APPLICATION PROCEDURE

Submit a Klamath Tribal Health & Family Services Application for Employment with all requirements and supporting documentation to:

Klamath Tribal Health & Family Services

ATTN: Human Resource

3949 South 6th Street

Klamath Falls, OR 97603

IT IS THE RESPONSIBILITY OF THE APPLICANT TO PROVIDE SUFFICIENT INFORMATION TO PROVE QUALIFICATIONS FOR TRIBAL POSITIONS.

Please Note: If requirements are not met, i.e., submission of a resume in lieu of a tribal application or not including a required certification, your application will not be reviewed and will be disqualified.

Indian Preference will apply. In accordance with Klamath Tribal policy, priority in selection will be given to qualified applicants who present proof of eligibility for “Indian Preference”.

Applications will not be returned.

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Klamath Tribal Health & Family Services

3949 South 6th Street

Klamath Falls, OR 97603

Phone: (541) 882-1487 or 1-800-552-6290

Fax: (541) 882-1670

OPEN: 05/17/2011

CLOSE: 05/31/2011 @ 4:00 PM

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