Procurement Clerk II

Overview

Performs advanced purchasing support activities by administering contacting and setting up vendors for all areas of the company, ensuring that those vendors are registered or licensed as appropriate, maintaining a list of approved vendors, processing and reviewing purchase orders, coordinating competitive quote collection and documentation, and perform procurement transactions, in compliance with company policies and internal controls. Serving as a more experienced resource for routine purchasing operations the organization.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

MINIMUM QUALIFICATIONS:

• Must be a minimum of 21 years of age.
• High School Diploma or GED Equivalent required.
• Three (3) to five (5) years of experience in a professional office environment, preferably in purchasing, accounts payable, accounting, finance, or procurement support.
• Experience working with vendor onboarding, purchase order processing, quote comparison, or procurement documentation preferred.
• Work experience in Gaming, Hospitality or Customer Service industry preferred.
• Required to pass a pre-employment drug screening and obtain and maintain an Osage Nation gaming license.
• Required to provide documents to show the applicant is eligible to work in the United States.
• Osage, Native American, and Veteran preference shall apply to all positions at Osage Casinos.
• Applicants must be able to perform all essential functions of job duties with or without reasonable accommodation.

Responsibilities

COMMUNICATION:

• Makes efforts to keep informed of company information and communications by reviewing property bulletin boards, digital signage, and company newsletter.
• Communicates procurement-related updates, issues, and follow-up needs clearly to the supervisor and affected departments.
• Effectively relates ideas for improvements to supervisor and management in accordance with chain of command.
• Provides guidance to less experienced staff or department contacts on standard purchasing processes, documentation requirements, and approved workflows.
• Observes and reports all unsafe behavior displayed by internal and external guests.

DEPARTMENT OPERATIONS:

• Maintains accurate and complete vendor information and ensures vendors are licensed through the Osage Nation Gaming Commission.
• Reviews purchase orders from departments across the company verifying threshold authorization, GL coding, and all other relevant information necessary for procurement before processing.
• Coordinates, documents, and compares multiple vendor quotes for higher-value or more complex purchases in accordance with policy.
• Ensures all purchase orders are reviewed for a combination of best price, product quality, and vendor service.
• Places orders with approved vendors and follows through on routine order issues, status updates, and documentation questions.
• Monitors purchasing records and supporting documents for accuracy, consistency, and audit readiness.
• Identifies discrepancies, missing information, or process concerns and escalates issues to the Purchasing Manager as appropriate.
• Maintains integrity of the purchasing function by following company procedures, internal controls.
• Maintains professional rapport and communication with vendors, employees, and auditors.
• May be required to prepare detailed daily, weekly, and monthly operating reports as required by the reporting senior.
• May help analyze routing purchasing activity trends.
• Support process improvement efforts by identifying opportunities to strengthen documentation, consistency, and efficiency within purchasing operations.
• Support the Purchasing Manager throughout the RFP process by maintaining a working knowledge of each RFP's status, requirements, timelines, and supporting documentation.
• Performs all other related and compatible duties as assigned.

GUEST SERVICE:

• Provides excellent internal and external guest services, always treating internal and external guests with courtesy and consideration.
• Cooperates and communicates with all fellow employees, always exhibiting mutual respect and consistently projecting a positive, helpful image/attitude.

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong attention to detail and ability to review transactions and supporting documentation for completeness and accuracy.
• Organize, prioritize, and manage multiple requests and deadlines in a fast-paced environment.
• Read, write, speak, and understand the English language. Read Company or departmental reports, newsletters, and documents.
• Perform mathematical computations accurately and work with purchasing-related data and documentation.
• Protect the Company's value by keeping information confidential.
• Perform assigned tasks under moderate supervision. Follow written and verbal instructions.
• Establish and maintain positive relationships with managerial staff, co-workers, guests, and the public. Work well alone or within a team.
• Communicate information and suggestions in oral and written form. Prepare written documents and complete reports as required.
• Utilize MS Office products at intermediate skill level.
• Exercise reasonable judgment and seek guidance for decisions in a manner consistent with the essential job duties and responsibilities.
• See problems and avoid situations that could be deemed illegal or represent a safety hazard to fellow employees or guests.
• Respond to inquiries or complaints from employees, guests, regulatory agencies, and others.
• Travel locally, or between properties as needed.
• Maintain physical condition and stamina appropriate to performance of assigned duties.
• Must maintain a professional attitude and appearance that positively represents Osage Casinos.
• Meets the attendance guidelines of the job and adheres to regulatory, departmental and Osage Casinos policies.
• Update job knowledge by participating in educational opportunities; attending expos or conventions; and developing or maintaining professional networks.

PHYSICAL DEMANDS:

• The employee is regularly required to stand for extensive periods of time, walk, sit, and use hands to finger, handle, or feel objects, tools, or controls.
• Ability to sit, stoop, kneel, crawl, balance, or crouch while performing duties.
• Ability to use hands to finger, handle, or feel.
• Ability to use arms to reach and lift above shoulders.
• Must have normal auditory and good verbal communication.
• Must be able to endure heights.
• Ability to lift upwards of 20 pounds.
• Ability to drag, push, or pull up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

REGULATORY COMPLIANCE:

• Maintains excellent working relationships with other Company staff and all applicable regulatory commissions and other agencies as may be applicable to ensure compliance.
• Performs all duties in accordance with company core values, objectives of the Osage Nation, internal policies and procedures, as well, as applicable laws and gaming regulations, including but not limited to, the state-tribal compact, IGRA, MICS, ONGR, the Bank Secrecy Act, Office of Foreign Asset Control, USA Patriot Act and Privacy Act.

WORK ENVIRONMENT:

• Work is typically performed within an office setting.
• Required to use computers, digital systems, and software applications to perform daily tasks, manage information, and communicate effectively.
• Exposure to second-hand smoke.
• Evening, weekend shifts, extended hours, and irregular shifts may be required. Ability to work night and weekends required.
• The noise level in the work environment is low to moderate.
• The employee is regularly exposed to risks associated with travel between properties and back and forth to other areas as may be required due to business demands.