Job Summary:
The purpose of this position is to procure 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 person is responsible for processing purchasing, receiving and inventory. This is a full time non-exempt position. This position reports to the Accounts Payable Supervisor.
Duties Include:
- Handle requests for purchases.
- Review purchase order requisition to ensure accuracy and correct approvals are in place.
- Process purchase orders in Microsoft Dynamics GP.
- Authorization from the Accounts Payable Supervisor on purchase order once other program approvals are in place.
- Place original purchase order in outgoing box for employees pick up, call in or fax purchase order to vendors upon request.
- File requisition and copy of purchase order in pending shipment/invoice bin.
- Upon receiving merchandise, match the purchase order with shipment (packing slip).
- Keep a log of all shipments received.
- Stamp all invoices received, staple all documentation and code with chart of accounts.
- Receive pre-stamped incoming purchase order requisitions from accounting incoming bin.
- Verify vendor statements; establish pending filing system for reconciling.
- Complete purchase order credit applications accurately.
- Notify the employee who ordered the merchandise the same day of delivery and Purchasing Tech as well as Staff initial at pick up of product.
- Code and process received purchase orders in Microsoft Dynamics GP.
- Run daily receiving edits for review by supervisor prior to posting in A/P.
- Print an outstanding purchase order log each month to identify outstanding POs to research, void or cancel.
- After purchase order check run, staple check section with all documentation, deface (stamp paid) and file.
- Resolve issues with suppliers, including late deliveries and, wrong shipments.
- Order, verify, and process all online STAPLESLINK orders, payments and reconciliation of account.
- Online accounts such as: Sysco, Staples for purchasing are to be set up with the approval and assistance of the Accounts Payable Supervisor, these accounts are to be maintained by set up, approved purchases, and reconciliation each month.
- Process incoming Purchase Advantage (Albertsons) requests, by reviewing for approval, issuing purchasing cards, receiving receipts and cards, within a timely manner and process promptly for payment.
- Order and replenish supply cabinets/rooms supplies - established inventory controls/ forms for each type.
- Ensure accurate, organized easy to retrieve records are maintained to document all transactions purchases and property purchased by the Tribe.
- Process mail daily, stamp mail and distribute to staff.
Miscellaneous:
- Cross train with other accounting positions in the department.
- Prepare and update procedural manual, detail checklist of duties and responsibilities for this position.
- Maintain contacts of a positive nature with co-workers in the accounting department, all tribal staff, community members, funding agency 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.
- Attend and participate in various staff meetings.
- Other duties as assigned by the Accounts Payable Supervisor.
Qualifications:
Education/Experience:
- GED or High School Diploma required, associate's degree in accounting, business administration, or related field preferred.
- Minimum of six months of on-the-job training in travel or another accounting position required.
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:
- Excellent 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.
- Accuracy and attention to detail.
- Must have excellent 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 by the Tribes Substance Abuse Policy.
Physical Requirements:
- Position involves sitting long periods, standing manual dexterity, stooping, and bending.
- Occasionally required to life 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 Drivers License.
