Purchasing / Property Agent

VACANCY ANN#:   STOI-25-067
TITLE:                          PURCHASING/PROPERTY AGENT
DEPARTMENT:        DCWMHC 
SUPERVISOR:          CFO
STATUS:                    REGULAR, FULL-TIME, NON-EXEMPT
RATE OF PAY:          $22 - $30 / PER HOUR DOQ/DOE
OPENING DATE:     JULY 10, 2025
CLOSING DATE:     JULY 24, 2025

INTRODUCTION:

The position is responsible for the purchasing and property (inventory) duties for the David C. Wynecoop Memorial Health Center.  In addition, responsibilities include coordinating with Accounts Payable regarding vendor payments, contract management, month end inventory count, and assisting the CFO with implementing processes according to OMB Circulars, 638 contract requirements, awarded grants and other awards as needed.  Must keep neat, accurate, and organized purchasing and property files

MAJOR DUTIES AND RESPONSIBILITIES:

• Maintains resource files consisting of supply catalogs, price lists, product vendor files, directories, Federal, Departmental, and administrative regulations, policies and procedures, and computer-generated files containing all of the above. Continually reviews and updates this material and develops new and advantageous sources of supply.


• Advises supervisor and management on matters pertaining to purchasing policies and procedures. Assistance is provided upon request regarding specific situations or problems and upon receipt of changed procedures imposed by higher authority involving regulations, laws, and good business practices.


• Must be familiar with trade and generic names of drugs and hospital supplies to be able to draw conclusions, make substitutions, making comparisons of prices, discounts, delivery dates, or handling charges.


• Places orders for the Health Center supplies from local and out-of-state vendors utilizing phone, email, or automatic order entry and placing emergency and off-schedule orders.


• Interfaces directly with sales representatives to ensure price competition and accuracy is achieved.


• Combines orders by vendor to ensure that orders are placed in the most efficient manner.


• Follows up on back orders; makes special arrangements for delivery; and communicates to departments the expected delivery date.


• Responsible for returning or exchanging wrong items.  Coordinates product returns with vendors.


• Communicate with the departments regarding their items not received and items on back order.


• Conduct nursing unit rounds to check with nursing supervisors regarding concerns/problems/evaluation of the supply system. Evaluate problems (real or potential) and pursue solutions to the same. Seeks advice from supervisor on unusual or critical issues.


• Interfaces directly with department managers to establish specific procuring needs.


• Reviews all product requests: checks for accuracy, specification, needs, and processes all approved orders and requisitions.


• Reviews all purchase orders and requisitions to ensure accurate account string coding and all applicable documentation is attached.


• Reconcile packing slips, invoices, and purchase orders before forwarding documents to Accounts Payable for payment.


• Interfaces directly with Accounts Payable on any account string coding errors and price discrepancies between the purchase order and invoice. 


• Reports all major or consistent price discrepancies to the CFO.


• Creates and assists the CFO with solicitation of bids, review of pertinent data, and negotiations.


• Assists CFO with finding new vendor services.  Discuss vendor needs with the director.  Handles all new vendor account applications, while communicating with the CFO and Accounts Payable.  Perform annual vendor evaluations.


• Maintains a listing of all owned and leased tangible property according to department procedures and assists the CFO and Staff Accountant with fixed assets.


• Review month-end data to ensure accuracy and forward it to the CFO.


• Provides recommendations for the safekeeping of all supplies.  Safety precautions must be always adhered to.

• Maintains storeroom and warehouse facilities in a neat, clean, and orderly manner avoiding accumulation of paper, boxes, and packing material which may create a fire hazard.

• Transports supplies to the appropriate departments daily, receiving and unloading supplies from commercial carriers.


• Renders self-available, when responsibilities have been met, to assist in areas that may require assistance.


• Performs additional tasks or other duties as assigned.


• Follows policies for Privacy, Confidentiality, HIPAA and Standard of Professional Code of Conduct at all times.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED: 

During the course of employment, the employee will consistently utilize and demonstrate strong verbal and written communication skills, strong organizational skills, strong interpersonal and teamwork skills, a heightened attention to detail and accuracy, the ability to work cooperatively with other departments, and a commitment to confidentiality.

MINIMUM REQUIREMENTS:

• High School Diploma or GED; and

• Work experience of two (2) or more years in purchasing/property, accounts payable, or general accounting: and

• The technical skills of an intermediate to advanced user of MS Office software, computers, and office equipment. The candidate’s technical skills may be tested during the interview process; and


• Superior performance in the selection process as determined at the discretion of the Hiring Committee, including but not limited to all of the following:
  
  
  
  • any pre-employment interviews,
  
  
  • skills testing,
  
  
  • credentialing,
  
  
  • drug screening,
  
  
  • background investigations,
  
  
  • reference checks and previous work history,
  
  
  • passing a pre-employment drug test and background investigation,
  
  
  • possession of a Driver’s License throughout employment and being insurable under the Tribe’s insurance policy.
  
  
  
  

Tribal Preference Policy: In accordance with the Spokane Tribal Employment Rights Ordinance Tribal Preference will be observed in hiring. 

Veteran’s Preference: It shall be the policy of the Spokane Tribe to provide preference in hiring to qualified applicants claiming Veteran’s Preference who have been discharged from the United States Armed Forces with honor and under honorable conditions.

Confirmation receipt of on-line application submission and interview status will be sent to all applicants e-mail address used when applying. Applicants are responsible to regularly monitor their e-mail for interview notifications.

Contact: Donnie Lebret, DCWMHC HR Director
E-mail: [email protected] 
Phone: 509-258-4517 ext.767
Applications must be received in the Human Resource 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
All Applicants are subject to a Pre-Employment Drug Test 
All Positions with the Spokane tribe of Indians are subject to a 90-day orientation period