Procurement Specialist

Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team  If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team  WPHW is a non-profit organization that serves four federally recognized tribes located in five communities:  the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation.  Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share.  Services are available to community members living on and off-reservation across the state of Maine.

Position Summary:

The purpose of this position is to ensure that the proper processes and internal controls are followed to maximize efficiency, compliance, and integrity within the accounting system. Provides updates related to spreadsheets, files, and reports as needed. Works with the other fiscal staff to meet required deadlines of activities and supports supervisor to implement systems improvements.

Duties and Responsibilities:

• Assist with processing both incoming and outgoing deliveries.
• Coordinate janitorial service, office equipment repair, building maintenance and repairs, alarm codes, supply organization, etc.
• Assist with the purchase of approved item from Precoro for the organization.
• Receive incoming packages from delivery vendors, open and process order, ensuring that the receipt has been accurately entered into Precoro, and stored in appropriate location within inventory.
• Develop delivery schedule for distribution of items.
• Conduct scheduled audit of inventory for Divisions to help maintain compliance requirements.
• Plan, organize, maintain, and update files, records, and databases, both electronic and print.
• Assist as needed with various projects within the organization.
• Prepare and post bids and technical specifications on agreements over $10,000; and communicate and negotiate with vendors.
• Create and maintain vendor W-9’s.
  • Obtain and maintain insurance certificates for vendors and complete risk assessments, as needed.
• Develop contract templates; write and issue contracts and subawards on behalf of the organization.
• Administrative work - may include but is not limited to creating templates, managing spreadsheets, research opportunities and will involve working with Microsoft programs.
• Assists accounting with contract and subaward  
• Assists finance with investigating and resolving any concerns related to grant contracts.
• Assist and maintain organizational insurance files.
• Have a comprehensive knowledgeable of federal, state, and local laws; and WPHW policies, procedures and/or regulations.
• Perform all other duties as assigned.

Education and Experience Required:

• Associate degree in business administration or a related field OR
• Two (2) years of administrative assistant/clerical experience.
• Proficiency in Microsoft Office (Word, Excel).
• Preferred experience working in Tribal Communities.

Skills and Qualifications Required:

• Excellent organizational and time management skills and attention to detail.
• Ability to maintain excellent interpersonal skills and customer service. 
  
• The ability to work effectively in a team environment as well as independently.
• A strong work ethic and enthusiasm.
• Excellent verbal, written and presentation skills.
• Ability to motivate staff.
• Logical problem solver who can operate under constraints.
• Ability to successfully manage multiple competing tasks.
• Have strong cultural competency skills.
• Must pass criminal background check.

Wabanaki Public Health & Wellness is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.