BAD RIVER BAND OF LAKE SUPERIOR

TRIBE OF CHIPPEWA INDIANS
CHIEF BLACKBIRD CENTER P.O. BOX 39 ODANAH, WI 54861

Job Title: Procurement Clerk

Department: Health and Wellness Center

Hourly Rate: $15.00 (DOQ)

Full Time: 40Hrs/Week

Exempt: No/Hourly

Supervisor: BRHWC Accounting Manager
Posting Date: In-House

Opens: December 19, 2022

Closes: December 28, 2022, at 4:30 p.m.

Posting Date: Public

Opens: December 29, 2022

Closes: Open Until Filled

Summary: Procurement standards are necessary to ensure that materials and services are obtained efficiently and economically in compliance with the provisions of applicable Bad River Health and Wellness Center (BRHWC), Tribal,

Federal, and State laws to ensure compliance with contractual provisions of programs, grants, contracts, etc. A sound procurement system includes systematic procedures for determining which items are needed, based on technical and specific specifications, regarding quality, quantity, and allocable cost. A cost/price analysis must be performed before all major purchases and procurement contracts are made. When appropriate, cost/price analysis must be conducted on lease versus purchase alternatives to determine which approach would be most feasible and economical.

Ensure all purchases, throughout the BRHWC, meet or exceed the policies and procedures requirements as specified by the Tribal Accounting Policies and Procedures Manual; and as required of and by the BRHWC and Tribal Accounting

Manager and BRHWC grant and program stipulations.

Essential Duties and Responsibilities include the following.

• Assist in the ongoing establishment and continued implementation of a BRHWC Procurement/Accounting

Department.

• Assist in the strengthening of existing written procurement policies and procedures.
• Process internal Purchase Orders (P.O.s) and Vouchers to conform to the required standards of payment processing via matching of invoices from vendors and as approved by BRHWC Department Heads, Accounting

Manager, and Clinic Administration.

• Consolidate the purchases of goods and services to obtain the best possible price for the organization.
• Negotiate with vendors and suppliers to obtain the best possible price for the goods and services being solicited.
• Review encumbrances (purchase orders) for accuracy, specification, and terminology; review requisitions when implemented into the system.
• Confirm availability of funds, to validate encumbrance approval by verifying the budget balance
• Assist with and provide ongoing review and monitoring of the BRHWC annual budget and Processing of bank deposits
• Ensure all required documentation is received for approving the purchase and prepare an order for the approval of the financial obligation by one of the designated BRHWC and Tribal Officials.
• Enter documents into the electronic filing system. Purchase orders and vendor payments for cash monitoring.
• Provide oversight with the bidding process, including the request for proposal, collection of bid submission, the opening of bids, determination of the best bid proposal, and the acknowledgment of bid acceptance or denial.
• Prepare, maintain and review purchasing files, track the status of requisition (P.O.’s/Vouchers), contracts including change orders amendments.
• Monitor approved Purchase Orders monthly
• Vouchering time sensitive Vendor invoices when received
• Maintain an electronic discrepancy log for purchase order violations.
• Establish a centralized file, electronic and hard copy, of all vendor contracts, agreements, and other pertinent data.
• Monitor contractor/vendor performance.
• Respond to customer and supplier inquiries.
• Provide procurement assistance and guidance to programs and departments throughout the BRHWC organization.
• Maintain, and continuously update, procurement policies and procedures under the supervision and guidance of the BRHWC Accounting Manager.
• Compile, update and disseminate a monthly listing of the equipment and supplies available through the General

Services Administration (GSA) and other governmental and private, surplus, and bulk-purchasing sources.

• Maintain, and continuously update, a W-9 file, to ensure that the organization is in compliance with federal tax requirements.
• Ensure all required vendor information is in the Accounting System, including address, telephone and facsimile numbers, and e-mail.
• Addresses, terms, due dates, Taxpayer Identification Number, contracts, status, and other information.
• Collect, monitor, and maintain contract compliance with BRHWC program/grant requirements.
• Other duties may be assigned.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and/or ability required. Knowledge of the uniqueness of the Bad River Community and 7 Grandfather Teachings is preferred for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience:

Required:

Must possess two (2) or more years of experience in the accounting or procurement field required.

Must possess a basic knowledge of both accounting and administrative functions.

Two years of experience in accounting, finance, or business administration, of which one year shall have been wholly within those areas normally related to a hospital, medical center, or health care facility or, a satisfactory equivalent.

The education cited above may be substituted for by experience on a year-for-year basis, except that there shall be a minimum education of graduation from a four-year senior high school or High School Equivalency Diploma.

Previous use of and a moderate level of expertise in the following Microsoft applications is required: a) Microsoft Word b) Microsoft Excel c) Microsoft Outlook d) Microsoft PowerPoint e) MIP (accounting software, not required but preferred)

Preferred:

Associate degree in Accounting, Finance, Business Administration, or relevant field.

Other Skills and Abilities:

Required:

This is a required driver position.

Must possess a valid Wisconsin driver’s license and meet eligibility for tribal insurance.

Must be able to be bondable under the tribe’s insurance carrier.

Must be able to perform assigned duties independently and with limited oversight.

Must have basic knowledge of office equipment, including facsimile machines, scanning units, and other essential equipment necessary to perform daily administrative functions.

Must possess knowledge of word and spreadsheet applications and other essential office applications.

Must possess good computer skills, including Data entry, and the ability to access and retrieve data.

Attention to detail and implementation of a quality assurance standard to eliminate errors in data or information is critical.

Background Check:

This position is contingent on the required ability to pass a Bad River caregiver background check when working with children and/or the elderly.

This position requires a driver check, to meet eligibility for tribal insurance.

Language Skills:

Must possess strong oral and written communication.

Must be able to communicate effectively with supervisors and coworkers.

Reasoning Ability:

Must possess good decision-making management, interpersonal, and interpretation skills.

Physical Demands: The physical demands described here are representative of those that must meet by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Sedentary work with some standing and walking is required. Occasional lifting up to 25 lbs.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.

Drug-Free Workplace in accordance with the Drug-Free Workplace Act of 1988, P.L. 100-690, and the Bad River

Tribe’s Employee Policy & Procedures Handbook. Indian Preference will be given in accordance with P.L. 93-638

and the Tribe’s Preference Policy.

Send Application and Resume To:

Bad River Tribe

Attn: Human Resources

P.O. Box 39

Odanah, WI 54861

Job Type: Full-time

Pay: $15.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Odanah, WI 54861: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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