STOI GOV: PURCHASING/PROPERTY MANAGER

Vacancy Ann. # STOI-19-005
Title STOI GOV: PURCHASING/PROPERTY MANAGER
Supervisor CHIEF FINANCIAL OFFICER
Department FINANCE
Location WELLPINIT, WA
Status REGULAR, FULL-TIME, EXEMPT
Rate of Pay $22.00 - $29.00 PER HOUR, DOE/DOQ
Opening Date JANUARY 10, 2019
Closing Date OPEN UNTIL FILLED

SUMMARY:

The Purchasing-Property Manager is to plan, organize, develop implement and manage the procurement, personal property, tribal insurance, and motor vehicle plating programs for the Spokane Tribe of Indians. The manager is responsible for development, implementation and updating procurement processes for the Spokane Tribe of Indians and according to related OMB Circulars, PL93-638 contracts, awarded grants and other awards as needed. The manager will supervise all Purchasing and Property department staff, and assist in preparation of annual audits.  The manager will account for all fixed assets for the Spokane Tribe. Other duties as assigned. 

MAJOR DUTIES AND RESPONSIBILITIES:

The procurement, property, motor vehicle plating manager is an exempt employee responsible for procuring goods or services for the benefit of the Spokane Tribe of Indians.  The manager compiles and maintains all data and information regarding procurements, monitors and coordinates the day-to-day activities of staff; and, develops and implements an updated procurement process. Also included in the managers duties are:

  • Monitor and revise as needed current standard operating procedures
  • Develop, process, and complete advertisement for bids, proposals, or quotes for services or goods as requested and is according to all applicable federal, state, tribal or funding agency rules and regulations.
  • Assist others with the process of purchase orders and account payable needs for related procurements
  • Review catalogs and on-line vendors for supplies
  • Interview suppliers as needed
  • Monitor pricing markets of goods and/or services
  • Determine if needed forms or office supplies are on hand and if sufficient quantity is available for use.
  • Supervise procurement and property management staff
  • Maintain all required documents as required for all tribal, grant, and contract procurements
  • Prepare, monitor, and develop departmental budgets
  • Work with vendors to insure prompt and correct delivery requirements
  • Coordinate and complete all necessary deliveries of capital items procured; including but not limited to heavy equipment and vehicles
  • Work with accounts payable to ensure vendors are paid on schedule
  • Source new vendors to compare and/or procure quality products and pricing
  • Monitor Capital Equipment, Non-Capital Equipment and Contractual Fees General Ledger for misclassifications
  • Review Accounts Payable vendor report from Sage/Abila system for vendors/contractors paid over $25,000. during the fiscal year.  Pull up report from sam.gov to document the vendors/contractors are not on the debarment suspension list.  Maintain the documentation of the sam.gov report
  • Reconcile Capital Equipment General Ledger to additions of Capital Equipment in the Sage/Abila software Fixed Asset system
  • Prepare needed or requested reports for audit purposes
  • Provide accurate records of procurements of capital equipment to auditors
  • Input Capital Equipment to Sage/Abila software Fixed Asset system
  • Calculate depreciation expense at fiscal year-end in Sage/Abila software Fixed Asset system
  • Cover and/or perform duties as needed for other procurement or property employees
  • Other Duties as assigned

Tribal Insurance

  • Administer the Spokane Tribes insurance program

Phone Lines

  • Maintenance of phone lines
  • Print General Services Administration (GSA) invoices from system provide invoices to Accounting for payment processing
  • Receive Verizon invoices, copy and review for accuracy and provide invoices to Accounting for payment processing
  • Maintenance of cell phones, phone ordering, activation, termination and all account maintenance

Property Management

  • Monitor, maintain, manage and coordinate day-to-day needs of the property management system(excluding real property) according to tribal, federal, grant, and contract requirements
  • Coordinate annual physical inventories as required by tribal, federal, grant, and contract requirements
  • Monitor excess property sites to obtain needed equipment
  • Prepare property reports needed for audits

KNOWLEDGE REQUIRED

  • Knowledge required for the Procurement-Property Director is to understand and comply with all tribal, federal, state, city, county, contract, and grant regulations.
  • Be knowledgeable and have experience in government grants and contracts
  • Understand procurement regulations as they pertain to federal, state, or private contracts or grants
  • Understand property management as it pertains to federal, state, or private contracts or grants
  • Understand and have the ability to operate fixed asset software systems that integrate with tribal accounting software
  • Have knowledge of accounting concepts as it relates to integration of property into a fixed asset system
  • Have knowledge with procurement functions as it relates to accounting
  • Understanding of differences between procurement regulations from multiple funding sources. (i.e. OMB Circulars and their requirements, PL93-638 regulations, and other contract and grant regulations)
  • Must have ability to operate computer software such as word, excel, Microsoft outlook
  • Negotiation techniques when allowed or needed
  • Understanding of governmental or business insurance needs or requirements

MINIMUM REQUIREMENTS

  • Bachelors’ Degree in Business Administration with minimum of two accounting courses ‚Äčand 2 years paid professional experience working in procurement and property field and 2 years’ paid accounting experience reconciling general ledger accounts
  • OR 5 years paid professional experience as manager with supervisory duties in a tribal department and 5 years paid accounting experience reconciling general ledger accounts
  • OR Associate of Arts degree with minimum of two accounting courses from an accredited college and 5 years paid accounting experience reconciling general ledger accounts.   
  • Understanding of Federal Regulations related to procurement and property management functions
  • Must demonstrate the ability to express ideas clearly and concisely in written and oral form
  • Must be able to keep strict confidential information
  • Ability to plan, assign, and supervise all procurement, property, and management functions
  • Must understand basic accounting functions
  • Must be able to compute moderate mathematical functions
  • Must have excellent interpersonal and negotiation skills

  

Applications Are Available In The Tribal Human Resources Department

P.O. Box 206, Wellpinit, WA 99040

Contact: Sabrina McCoy or Andrea Flett

(509) 458-6583 or (509) 458-6527

FAX: (509) 458-6556

E-mail:   sabrina.mccoy@spokanetribe.com or andrea.flett@spokanetribe.com

Applications Must Be Received In The Human Resources Department No Later Than

4:30 p.m. on the Closing Date

The Spokane Tribe Reserves The Right To Hire According To Its Indian

Preference Policy

Applicants Are Subject To A Pre-Employment Drug Test

Positions With The Spokane Tribe Are Subject To A 90-Day Orientation Period