Job Posting
Procurement Specialist
Procurement Specialist
Reports To: Procurement Director
Department: Procurement
FLSA Status: Non-Exempt
Job Purpose: This position is responsible for planning, coordinating, and administering procurement functions, including solicitation, issuance and evaluation; purchasing of all commodities, services and construction; and maintenance of vendor databases.
Job Duties:
1. Analyzes and evaluates requisition forms to ensure purchases meet requirements of the Nation’s Procurement Code (Title 14, Chapter 8).
2. Confers with Procurement Director and the Attorney General’s Office on procurement-related matters in order to respond to legal issues.
3. Determines appropriateness of sole source, brand name, and emergency procurement requests and prepares justification requests.
4. Prepares responses to solicitation protests for review and signature by the Department’s Procurement Director after researching issues and consulting with the Attorney General’s Office.
5. Monitors contractor performance to ensure compliance with all contractual terms and conditions. Takes necessary steps to resolve performance issues.
6. Assists Department managers and employees in developing solicitation specifications, reviewing solicitation evaluations to ensure adherence to procurement code requirements.
7. Initiates and processes requests for quotations/proposals for Department purchases, researching, evaluating and making appropriate selection of commodity or service classification from the state master vendor list.
8. Conducts pre-solicitation/solicitation process with potential vendors to clarify bid specifications, openings to determine responses, evaluation of offers prior to forwarding to customers for evaluation and recommendation, and selection and notification to chosen contractor.
9. Directs evaluation of proposals by chairing evaluation committees and calculating weight factors for cost proposals.
10. Creates and updates vendor database files in the Nation’s accounting system in order to establish authorized vendor status.
11. Assist the Nation’s I.T. Department with the purchase of telecommunications systems.
12. Ensure renewal of appropriate contracts before expiration dates.
13. Ensure compliance with department standard operating procedures, internal controls, and procurement requirements.
14. Develop and implement purchasing and contract management instructions, policies, and procedures.
15. Respond to customer and supplier inquiries, review requisition orders to verify accuracy, specifications and terminology, and comparing prices, specifications and delivery dates to determine the best bid.
16. Analyze price proposals, financial reports, and other data and information to determine reasonable prices.
17. Research, evaluate, and develop a supplier network to allow a more diverse set of procurement options.
18. Plan and execute purchase orders for inventory, supplies and services.
19. Responsible for supervision of procurement staff in the absence of the Director.
20. Perform other duties as assigned.
Knowledge, Skills and Abilities:
1. Considerable knowledge of purchasing methods and procedures and of the
techniques of specification writing.
2. Considerable knowledge of a variety of office, technical, and maintenance supplies
and materials, the best sources, and appropriate prices for the procurement of such
goods.
3. Knowledge of methods of analyzing supplies and materials.
4. General knowledge of bookkeeping principles and methods of the keeping of
procurement records.
5. Ability to supervise the work of others in the performance of routine purchasing office duties.
6. Ability to establish and maintain effective working relationships with contractors
and vendors.
7. Ability to prepare bids, requests for quotes, and proposals in compliance with
Seminole Nation Procurement policies.
9. Ability to prioritize work, multi-task and exercise self-management practices.
10. Excellent telephone, customer service, and communication skills.
11. Proficient computer skills including Microsoft Word, Excel, and Windows 10 Pro.
12. Knowledge of computerized Material Management/Financial information systems.
Work Environment:
1. Work is typically performed indoors.
2. Work hours subject to change with overtime work required.
3. Must be able to work long hours under stressful conditions.
4. May be subject to hazards that may cause personal bodily harm: smoke, common colds, influenza, dust, odors and elevated noise levels.
5. Tasks may be performed on uneven, inclined, hard and soft carpeted floors, cement structures and surfaces.
6. Duties may involve walking, standing for long periods of time, sitting and crouching.
7. Specific required movements include the following:
• Trunk-bend, twist, rotate, push, pull, and carry
• Arms-reach, carry, push, pull, lift, twist, and rotate
• Legs-lift, push, pull, twist, and rotate
• Hands-grasp, manipulate, bilateral coordination, eye and hand coordination, overall and finger dexterity
Physical Demands:
Position requires the demands of normal office work and traveling to other facilities. May require fieldwork. Driving a GSA and/or privately-owned vehicle is required.
Minimum Qualifications/Requirements:
Associate’s degree from an accredited college or university in purchasing, business administration or related field preferred.
Two (2) years buying/purchasing experience required or an equivalent combination of education and experience may be substituted on a year for year basis.
▪ Valid Oklahoma driver’s license with ability to meet Seminole Nation liability insurance requirements and maintain eligibility for insurance.
▪ Must be able to pass background check, with no prior convictions and/or felonies.
▪ Must be able to comply with the Seminole Nation Drug Free Workplace policies.
Additional Information
Position Type : Full Time
Shift : Day
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