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Purchasing Agent Coordinator

2 months ago

Portland, United States Northwest Portland Area Indian Health Board Full time
Job Title: Purchasing Agent Coordinator

Reports to: Accounts Payable & Payroll Manager

Salary Range: $22.00 - $26.00 hourly

Benefits: Health, Vision, & Dental Insurance, Retirement Contributions, PTO, and Paid Holidays

Classification: Hourly, Non-Exempt

Status: Full-Time (1.00 FTE), Regular w/ Benefits

Location: Portland, OR

JOB SUMMARY

About the Northwest Portland Area Indian Health Board (NPAIHB)

The Northwest Tribes have long recognized the need to exercise control over the design and development of health care delivery systems in their local communities. To this end, they formed the Northwest Portland Area Indian Health Board (also referred to as NPAIHB or "the Board") in 1972.

Guided by a vision of "Health and Wellness for the Seventh Generation," NPAIHB is a 501(c)3 designated (non-profit) organization and Tribal organization, P.L. 93-638, under the Indian Self-Determination and Education Assistance Act (ISDEAA) serving the 43 federally recognized Tribes in the states of Idaho, Oregon, and Washington (Northwest Tribes). Tribes become voting members of the Board through resolutions passed by their governing body. Each member Tribe designates a delegate to serve on the NPAIHB Board of Directors.

Led by our Board of Directors, NPAIHB's mission is to "eliminate health disparities and improve the quality of life of American Indians and Alaska Natives by supporting Northwest Tribes in their delivery of culturally appropriate, high-quality health programs and services." We have a staff of over 120 professionals dedicated to advancing Tribal health for the 7th generation in the Pacific Northwest.

The NPAIHB's Strategic Plan 2020-2025 can be found .

Position Summary

The Purchasing Agent Coordinator is responsible for assisting the Finance Department in coordinating the daily finance workflow for all the contracts and procurement needs for the operations of the NPAIHB, under the direction of the Accounts Payable (AP) & Payroll Manager. The Purchasing Agent Coordinator must have high attention to detail, as to review and audit each submission for accuracy and completeness in accordance with NPAIHB best practices.

The Purchasing Agent Coordinator collaborates closely with the Northwest Portland Area Indian Health Board's Finance Team members, as well as Project Directors and Project Managers, requiring timely, consistent, and professional communications.

The Staff Accountant reports to the AP & Payroll Manager, and is part of the Finance Department team. This scope of work is housed within the Administrative Division. This position is based at NPAIHB's offices in Portland, Oregon. Local travel and/or overnight travel outside of the area (including to NPAIHB Quarterly Board Meetings or other events) is optional, but not required.
Essential Functions
Finance Department Support and Success
  • Provides Finance Department support in alignment with NPAIHB Strategic Plan
  • Participates in and supports Finance-related meetings and program discussions as appropriate
  • Supports the NPAIHB's Finance Department development, along with NPAIHB staff, Tribal partners, and consultants
  • Carries out updated Finance Department priorities throughout the year, as directed by Northwest Tribes, and through the NPAIHB Strategic Planning process and/or annual federal and state policy priorities
  • Works closely with supervisor to support the identification of Northwest, federal, and state policy priorities related to the Finance Department
Purchasing Agent Functions
  • Enters purchase orders into accounting software system (Intacct), and reviews requisitions for all goods and services
  • Maintains the NPAIHB Active Vendors, the Native American Vendors, and the 1099 Vendors lists
  • Reviews and reconciles contract review logs with suppliers, vendors, and other contracts in comparison to information in the Intacct software
  • Audits vendors for W-9s, and ensures contact information is accurate and up to date
  • Establishes and maintains relationships with vendors, suppliers, manufacturers, and NPAIHB staff and affiliates as appropriate
  • Reviews honorarium requests and/or service agreement contracts for approvals for NPAIHB event presenters and/or trainers in accordance with our contracts and procurement processes
  • Reviews and processes Travel Reimbursements to NPAIHB staff and contractors in a timely and accurate manner
  • Provides continuous review of current processed surrounding purchasing, and provides recommendations for improvement as needed
  • Provides support for internal and external audits as necessary
Other Duties
  • Performs other duties as assigned by the AP & Payroll Manager and/or Executive Director or designee
Standards of Conduct
  • Act in service to the Tribes and Tribal communities we serve
  • Uphold the Mission, Values, and Vision of the NPAIHB
  • Maintain the highest level of confidentiality with all NPAIHB information and documentation
  • Consistently exhibit professional behavior and a high degree of personal and professional integrity and impartiality appropriate to the responsible and confidential nature of the position
  • Exercise good judgment and initiative in performance of duties and responsibilities
  • Demonstrate high emotional intelligence in the performance of all duties and responsibilities
  • Orientation toward learning, innovation, service, and the building of second-line leadership
  • Commitment to building an organizational culture which centers NPAIHB's service to Tribes, promotes professional excellence, and builds an environment where employees grow and thrive
  • Commitment to build an inclusive workplace across a range of identities and experiences, including (but not limited to) geography, age, gender identity, gender expression, sexual orientation, ethnicity, class, language, disability, religion, spiritual practices, and immigration status
  • Sees diversity as a strength, and equity as a baseline
  • Work in a cooperative manner with all levels of management and with all NPAIHB staff
  • Effectively plan, organize workload, and schedule time to meet workload demands
  • Use reasonable judgment to consistently display professional work attire during normal business hours, and/or dress appropriately for the workday, space, or event in lieu of a formal dress code
  • Be present, available, and responsive for meetings and calls during regular working hours
  • Commit to sharing knowledge and building expertise by participating in all virtual spaces in our workplace with cameras on
  • Show consideration by communicating effectively and building collective understanding
  • Recognize that relationships are the cornerstone of NPAIHB's work by treating all NPAIHB delegates/alternates, partners, staff, and American Indian/Alaska Native people with dignity and respect
  • Participate willingly in NPAIHB activities
Qualifications
Education

Minimum education required*:
  • Associate's Degree in Finance, Accounting, or related field
  • *A minimum of one (1) year of demonstrated experience in Finance and/or Accounting may serve as an acceptable substitute
Experience

Minimum experience required:
  • At least two (2) years of experience in Purchasing or a related field
  • Professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics, or equivalent demonstrated knowledge
Additional experience preferred:
  • Direct experience working with Northwest Tribes
  • Experience with Sage Intacct non-profit accounting software
Required Knowledge, Skills, and Abilities
  • Demonstrated knowledge, discretion, tact, judgment, and overall ability in working effectively with federal, Tribal, and other professionals, and facilitating participation and partnership in the activities of the Finance Department
  • Proficiency with computer applications (specifically Word, Excel, PowerPoint, and other Microsoft Office Suite programs)
  • Strong financial reporting skills, and the ability to produce polished deliverables under a deadline
  • Excellent financial compliance and analysis skills
  • Excellent interpersonal skills
  • Must be sensitive to cross-cultural differences, and able to work effectively within their context
  • Ability to work with minimal supervision, exercise initiative, and make independent decisions and recommendations
  • Ability to complete tasks in a timely and accurate manner
Probationary Period

External applicants must agree to serve a minimum six-month probationary period during which time their employment can be terminated at will. For the purpose of evaluating job performance, internal applicants must agree to serve a minimum six-month probationary period when job duties change significantly.

Work Conditions
Physical Demands

This position:
  • Frequently involves sedentary work (exerting up to 10 pounds of force and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects, including the human body)
  • Occasionally involves light work (exerting up to 20 pounds of force and/or up to 10 pounds of force and/or a negligible amount of force to move objects)
Physical Requirements

This position:
  • Consistently requires the ability to receive detailed information through oral communication and expressing or exchanging ideas or important instructions accurately, loudly, or quickly
  • Constantly requires working with fingers, rather than the whole hand or arm
  • Constantly requires repetitive movement of the wrists, hands, and/or fingers
  • Often requires walking or moving about to accomplish tasks
  • Occasionally requires standing and/or sitting for sustained periods of time
  • Occasionally requires ascending or descending stairs or ramps using feet and legs and/or hands and arms
  • Occasionally requires raising objects from a lower to a higher position, or moving objects horizontally
  • Occasionally requires stooping, which entails the use of the lower extremities and back muscles
  • Infrequently requires crouching

Typical Environmental Conditions

The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.

Travel Requirements

Local travel and/or overnight travel outside of the area to NPAIHB events is optional, but not required.

Disclaimer

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

Except as provided by Title 25, U.S.C. § 450e(b), which allows for Indian preference in hiring, the NPAIHB does not discriminate on the basis of race, color, creed, age, sex, national origin, disability, marital status, sexual orientation, religion, politics, membership or non-membership in an employee organization, marital status, citizenship or immigration status, veteran or military status, genetic information, ancestry or any other characteristic protected by law.