Procurement & Supply Technician

Job Summary: This position is responsible for managing, coordinating, and supporting the property supply activities, including procurement of services, supplies, and/or equipment, advertising, and control, storage, receipt, and distribution of supplies and equipment for the Great Plains Tribal Leaders Health Board (GPTLHB), including the Oyate Health Center (OHC).
Essential Functions: Manages all supply and service needs for the OHC, and utilizes the electronic inventory management system to monitor and report inventory levels; plans and determines the current and future supply requirements to meet customer needs; the distribution and positioning of supplies among the clinic supply stations (e.
g.
, Laboratory, Pharmacy, Nursing stations, etc.
) and general warehouse.
Prepares recommendations and directives for the procurement of services and materials indicating the types of items, quantities, and supply sources as well as the funding requirements; maintains records and controls over the material in stock, due in, and planned for the distribution system on a quantitative and monetary basis and controls the distribution of stock within the clinic.
Controls the acquisition, utilization, disposal, transfer, donation, destruction or sale of all properties.
Develops, operates, installs, guides, and evaluates the automated systems for the effective and economical control of all property at the clinic, including the accounts recordkeeping and reconciliation or inventories with the general ledger accounts.
Responsible for procurement of supplies, services, and construction, utilizing simplified acquisition procedures (SAP), and acquisition of commercial items; reviews requisitions and screens for appropriateness, completeness, and reasonableness of information and specifications and for proper approval.
Confers with vendors to obtain product or service information such as price, availability, and delivery schedule; selects products for purchase by testing, observing, or examining items.
Performs buying actions; procures materials, supplies, construction, and equipment by appropriate methods; estimates values according to knowledge of market price; determines method of procurement such as direct purchase or bid; prepares purchase orders or bid requests; and approves invoices for payment.
Negotiates terms of purchase orders, analyzes pricing proposals, and prepares purchase orders, blanket purchase agreements, and delivery orders; reviews bid proposals and negotiates contracts within budgetary limitations and scope of authority.
Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories; discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine the source of trouble and take corrective action; reconciles errors with vendors and performs the full gamut of contract administrative functions associated with small purchase acquisition.
Expedites delivery of goods to users.
Pack, seal, label, or affix postage to prepare materials for shipping using hand tools, power tools, or postage meter.
Examine shipment contents and compare with records, such as manifests, invoices, or orders, to verify accuracy.
Responsible for receiving, issuing, etc.
This involves receipts and storage allocation.
Coordinates the reparation and submission to the area of daily obligations documents, receiving reports, receipts, disposal and adjustment documents, equipment needs, and other reports as required.
Maintains contact with requisitions and other offices on program requirements.
Reviews requisitions, supporting documents, and reference material to determine special supply action required.
Expedites the delivery of urgently required items.
Responsible for inventory management of decentralized and decontrolled items, including supplies, equipment, forms, and publications.
The work includes requirements determinations and forecasting, distribution or redistribution of material, procurements authorization and limited funds management.
Responsible for space utilization to maintain full utilization of all storage space.
Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.
Corrects and coordinates the procurement of supplies and services and services from priorities, regulations, and procedures.
Performs related duties.
Professional Behavior Effectively plan, organize workload, and schedule time to meet the demands of the position.
Work in a cooperative and professional manner with GPTLHB and OHC staff.
Treat Great Plains tribes and collaborators with dignity and respect.
Must have strong written and verbal communication skills and be able to utilize them effectively.
Must demonstrate discretion, tact, knowledge, and overall ability in working effectively with federal, tribal, and other professionals.
Understanding written sentences and paragraphs in work-related documents.
Advance personal educational development by attending training sessions and seminars as appropriate.
Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
Maintain and ensure organizational privacy and confidentiality.
Handle crisis and tolerate stress professionally.
Be self-directed and take proactive initiative to assist others.
Resolve issues with other departments and coworkers without direct supervision if needed.
Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
Promote an alcohol, tobacco and drug-free lifestyle.
Embrace modes of appearance and attire that reflect a professional presence.
Adhere to GPTLHB policies and procedures.
Requirements Knowledge of real and personal property management, inventory management and systems, and storage management principles and procedures.
Knowledge of Federal Acquisition Regulations, equipment sources of supply, budgetary and financial regulations to ensure compliance with regulations.
Knowledge in determining and establishing adequate Federal personal and real property standards to ensure preservation, care, and protection of Government property.
Knowledge of cost and price analysis techniques sufficient to evaluate vendors' proposals for fair and reasonable prices.
Knowledge of informal open-market purchase methods, such as credit card purchase methods, fund, purchase-order-invoice, or orders placed against large accounts.
Knowledge of infection control, safety, and OSHA procedures and regulations.
Knowledge of standardized supply regulations, policies, procedures, and instructions regarding property and supply.
Knowledge of OHC programs and operations.
Knowledge of customer service principles.
Ability to identify and resolve problems in a timely manner; gather and analyzes information skillfully; develops alternative solutions; work well in group problem-solving situations; and use reason even when dealing with emotional topics.
Ability to work with personal computer and utilize a variety of software applications, including database and office software systems.
Ability to prioritize, shift priorities, and organize multiple demands of the job.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to drive a motor vehicle in adverse weather conditions.
Skill in understanding the business implications of decisions.
Skill in problem-solving, mediating, and resolving disputes.
Skill in providing exceptional customer service.
Skill in prioritizing and planning.
Skill in the maintenance of files and records.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.
Supervisory Controls The supervisor assigns work by defining objectives, priorities, and deadlines; and assists the employee with unusual situations which do not have clear precedents.
The supervisor reviews completed work for technical soundness, appropriateness, adequacy and timeliness, conformity to policy and requirements, and property and supply operations.
Guidelines Guidelines include GPTCHB, OHC, and department policies and procedures, and state and federal laws and regulations.
These guidelines require some judgment in interpreting, adapting, and application.
This position assists with the development of property and supply policies and guidelines.
Complexity/Scope of Work This position consists of varied administrative, inventorying, purchasing, and distribution duties.
The purpose of this position is to contribute to the property and supply operations.
Successful performance contributes to the efficiency and effectiveness of OHC operations.
Contacts Contacts are typically with other departments, other employees, and vendors.
Contacts are typically to give and exchange information, resolve problems, and provide assistance.
Work Environment/Physical Demands The work is typically performed in a warehouse type of environment, intermittently sitting, standing, lifting, carrying, and stooping.
The work is typically performed in a clinical type setting, and the noise level in the work environment is usually quiet.
While performing the duties of this Job, the employee is required to sit; use hands and fingers to manipulate, handle, or feel; and talk or hear.
The employee is required to stand, walk and stoop, kneel, crouch, or crawl.
The employee must regularly lift objects.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
This position requires the operation of a motor vehicle.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Supervisory and Management Responsibility None.
Minimum Qualifications High school diploma or equivalent.
Five (5) years of experience of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position.
Possession of or ability to readily obtain a valid driver’s license issued with a clean driving record.
Must successfully pass a criminal and background check and a pre-employment drug screen.
Must be able to lift at least 40 lbs.
The GPTLHB is a tribal organization which follows tribal preference laws.
It is our policy to give preference to qualified Indian/Tribal candidates over qualified non-native candidates in hiring decisions, if all other qualifications are equal.
Employment is contingent upon the outcome of all required criminal background checks.