Job Title: Buyer

General Description:

This position provides support to the Tribal Procurement Department, vendors, and customers to ensure on-time delivery of items ordered utilizing procurement applications and cost-saving techniques while ensuring adherence to Chickasaw Nation policies and procedures.

Supervision Received: Commodities Manager or Sr. Buyer

Supervision Exercised: None

Supervision Essential Job Functions:

• Receives and process purchase requisitions and change requests, within the delegation of authority limits, from internal departments using the Chickasaw Nations multiple purchasing applications.
• Issues purchase orders, within buyer’s delegation of authority limits, to approved vendors based upon customer request and receives vendor order confirmations guaranteeing the price, quality, and delivery is achieved from approved vendors and purchasing under established contracts.
• Provides assistance to Senior Buyer and/or Commodities Manager ensuring current Procurement processes are followed.
• Reviews requisitions for accuracy and edit as needed prior to sending for budget owner approval.
• Monitors and resolves all invoice discrepancies ensuring PO terms are followed and timely payment to vendor.
• Processes return material authorizations (RMA) in coordination with end user and shipping and receiving personnel.
• Monitors backorders and presents acceptable substitution products for approval when applicable.
• Confirms pricing and acceptable delivery dates for all purchase orders processed.
• Ability to review item pricing to ensure all discounts such as supplier agreements/contracts, GPO’s or government contracts are applied if applicable.
• Obtains quotation for purchase requisitions within the parameters of Tribal Procurement Quoting Guidelines.
• Ability to prepare quotation tabulations (or quotation comparison documentation) for stakeholders’ approval.
• Administers and provides support to Senior Buyer and Commodities Manager through RFP (request for proposal) and/or RFQ (request for quote) processes.
• Provides oversight of the supply chain process to include installation, storage, inspection and receiving of materials as per the project schedule and/or purchase order due date; coordination of delivery dates with both customers and vendors; schedules delivery and transportation.
• Conducts full purchase order lifecycle management by monitoring daily purchasing reports such as POs past due, POs over 45 days old, POs received not invoiced, POs invoiced not received, etc. The buyer is responsible for ensuring purchase orders issued are received and paid in a timely manner.
• Keeps commodities manager, senior buyer, and/or internal customers informed of individual and/or purchase order statuses.
• Makes recommendations as to areas of spend that can be more economically purchased on a contract basis.
• Identifies opportunities for improvement and works with senior buyer and/or commodities manager to ensure compliance to established contracts.
• Maintains positive working relationships with outside suppliers, contractors, and consultants, as well as internal clients and client organizations.
• Works closely with receiving/warehouse department to ensure proper supplies arrived, and traces delinquent arrivals from Purchase Orders.
• Analyzes prices, cost-savings, and cost avoidance and inputs data as required.
• Ensures utilization of the Chickasaw Nation’s Preferred Vendor Program by researching and pre-qualifying Preferred Vendors related to the organization’s needs. And, ensures utilization of the Chickasaw Nation’s Bid Board where applicable and reports compliance to the Commodity Manager as needed.
• Provides commodity buying support, including contract collaboration, to Chickasaw Nation’s subsidiaries and LLCs as needed.
• Reviews drawings, blueprints and documents related to project and works with design partners, architects and/or contractors to develop specifications that meet internal customer requirements.
• Ensures timely purchasing of the requirements and provides guidance in the approval process to enable the procurement of approved materials to avoid delays.
• Performs other duties as assigned.

Minimum Qualifications

Knowledge, Skills, and Abilities:

Preferred - Knowledge of supply principles, theories and processes.

Preferred - Knowledge of government (GSA) contracting, federal supply schedules and discounting procedures.

Preferred - Knowledge of automated procurement applications.

Preferred - Proficiency in the use of computers and have training/experience in Microsoft Office applications including Word, Excel and Outlook are required. Preferred - Interpersonal and communication skills, including the ability to interface with and influence associates at diverse levels with different backgrounds and perspectives.

Preferred - Ability to analyze situations, generate and evaluate solutions and exercise initiative.

Preferred - Ability to prioritize tasks appropriately and work on multiple projects simultaneously.

Preferred - Ability to communicate effectively, both written and oral, and establish and maintain effective working relationships with diplomacy, poise and firmness. Preferred - Ability to think and act independently with limited guidance.

Preferred - Attention to detail, while simultaneously maintaining a broader business perspective.

Preferred - Ability to interpret and apply company policies using sound judgment. Preferred - Cross-functional business team environment experience.

Preferred - Willingness to continue professional growth and development. Preferred - Must have excellent research, analytical and organizational skills. Preferred - Ability to travel to fulfill job responsibilities and training as needed.

Education:

Bachelors Preferred - business, accounting, finance, supply chain or equivalent desired

Education Note:

Training And Experience:

Preferred Experience (6 months - 3 years) - Two (2) years of supply chain, contract management or business.

Preferred Experience (0 - 6 months) - using automated procurement applications.

Licenses, Certifications, Other:

Required - Must possess a valid driver’s license and be insurable by the Chickasaw Nation.

Required - Must be able to complete pre-employment drug test with a negative result.

Required - Must be able to pass a background check and receive a gaming license from the Chickasaw Nation Office of the Gaming Commission as required to work in gaming operations.

Physical Requirements:

Preferred - Be able to sit or stand for long periods of time. Requires grasping, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.

Preferred - Be able to lift or move up to 15 pounds.

Work Environment:

Work is performed in an office environment. Occasionally may need to visit facilities and other locations where smoking occurs. Light travel is required.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Ada, OK: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• I understand that the Chickasaw Nation has a no tolerance policy of drugs and alcohol, and this includes the use of medicinal marijuana. As a sovereign Nation, State law does not apply to the Chickasaw Nation, and therefore the use of marijuana is illegal and is not acceptable for employees.
• Are you willing to undergo a background check, in accordance with local laws and regulations?

Experience:

• supply chain, contract management or business: 1 year (Preferred)
• using automated procurement applications: 1 year (Preferred)

Work Location: One location

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