Tribal Goverment Procurement Specialist

## Description For any inquires please reach out to HR Specialist Katie Gutierrez via email at kgutierrez@pojoaque.org **Position Summary** The Procurement Specialist supports the Finance Department by reviewing and processing purchase requisitions, issuing purchase orders, assisting departments with purchasing goods and services, maintaining vendor and contract records, and supporting supply inventory controls. This position helps ensure procurement activity is properly documented, processed in accordance with established policies and applicable purchasing guidelines, and supported with accurate records for payment, reporting, year-end close, and audit purposes. The role requires strong confidentiality, attention to detail, organization, customer service, and the ability to work effectively with departments, vendors, employees, and Tribal officials. **Key Responsibilities** - Review and process purchase requisitions and issue purchase orders in accordance with established Finance Department procedures and purchasing requirements. - Assist Tribal departments with purchasing goods and services, including helping staff understand purchasing steps, documentation needs, and approval requirements. - Document bid processes and maintain procurement records in accordance with established policies, procedures, and applicable purchasing guidelines. - Maintain business accounts with vendors, assist with vendor account setup, and prepare credit applications and related vendor documentation as needed. - Receive ordered goods, verify supporting information, and notify departments when items are available for pick-up or follow-up action. - Prepare payment vouchers upon receipt of vendor invoices and support partial payments for open purchase orders when appropriate. - Maintain master contract files and related procurement documentation in an organized and audit-ready manner. - Maintain custody of supplies inventory, issue supplies to departments, and support accurate tracking of inventory activity. - Prepare monthly inventory usage reports for Accounting to support journal entry preparation and financial reporting. - Create and maintain spreadsheets, purchasing logs, inventory reports, vendor records, and other tracking tools as required. - Assist with year-end closeout by providing procurement, inventory, vendor, contract, and purchasing documentation as requested. - Assist with the annual audit by gathering records, responding to documentation requests, and supporting review of procurement and inventory activity. - Maintain confidentiality of privileged, vendor, employee, departmental, and financial information. - Perform other duties as assigned and adapt responsibilities as department needs, procedures, or operational priorities change. **Qualifications** **Education:** - High school diploma or equivalent preferred; coursework in business administration, accounting, finance, procurement, or a related field is helpful. **Experience:** - Experience in purchasing, procurement, accounts payable, inventory control, contract files, administrative support, or finance office operations preferred. - Experience working with Tribal government, public sector entities, vendors, departments, or regulated purchasing processes preferred. - Experience preparing purchasing documentation, payment vouchers, spreadsheets, inventory reports, or audit support records preferred. **Technical Skills:** - Knowledge of state and federal purchasing guidelines and the ability to apply established purchasing policies and procedures. - Knowledge of modern office practices, procedures, equipment, and standard business documentation. - Skill in using computerized accounting software programs, office equipment, 10-key adding machine, word processing programs, and spreadsheet programs. - Ability to create and generate spreadsheets, purchasing logs, inventory usage reports, and other routine tracking documents. - Ability to interpret written, oral, diagram, schedule, polic…