Purchasing Agent

Position Summary:

Under general supervision, provides equipment, materials and supplies to the Tohono O'odham Nation by coordinating the procurement of goods and services according to established policies and procedures.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor.

Essential Duties and Responsibilities:

• Maintains a preferred list of vendors who consistently furnish high quality products or services that meet the needs of the Nation on a timely basis and at the lowest available prices.
• Obtains verifications from Accounting and Grants and Contracts that purchase order requisitions are in compliance with budgeted guidelines; ensures sufficient funds are available for new purchases.
• Develops written agreements with preferred vendors according to established policies and procedures.
• Solicits verbal and written bids for properly approved purchase order requisitions.
• Negotiates purchase agreements for supplies, materials, service and equipment as directed within established purchasing procedures.
• Revises and refines specifications from approved purchase order requisitions to ensure the proper products and services are obtained; ensures accuracy of all purchase requisitions submitted.
• Forwards completed purchase order requisitions to accounts payable for the issuance of a purchase order.
• Reviews purchasing trends and makes recommendations to improve cost and/or efficiency.
• Coordinates delivery arrangements of products and services to appropriate departments, programs, or districts according to specified needs.
• Enters approved purchase order requisitions; maintains appropriate documentation related to purchasing transactions; generated reports as needed.
• Resolves disputes between departments and vendors regarding purchases.
• Works with departments and travel agents on purchase of airfares.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing networks; participating in professional societies; conferring with representatives of various agencies and related organizations.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of accounting and purchasing policies and procedures.
• Knowledge of automated purchase order and payable systems.
• Knowledge of information technology products, which includes hardware, software and systems.
• Skill in providing superior customer service to external and internal customers.
• Skill in negotiating agreements with vendors.
• Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in preparing, reviewing, and analyzing operational and financial reports.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to exercise independent judgement.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.

Minimum Qualifications:

Bachelor's Degree in Business, Finance or related field, and one year purchasing experience, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.