Procurement Assistant I

Minnkota Power Cooperative

Procurement Assistant I

Minnkota Power is seeking qualified applicants for a Procurement Assistant I located at our Grand Forks, ND headquarters. The Procurement Assistant I assists in the daily operations of the Procurement Department. The position is responsible for the preparation of purchasing documents, maintaining the filing system, providing contract support and other procurement duties.

The pay range for this position begins at $21.42 per hour. Appropriate pay will be determined based on a candidate's skills, education, and previous relevant experience.

Essential Responsibilities

- Preparation and Processing of purchasing documents

- Enter requisitions and change orders

- Coordinate with Procurement Staff as requested with the preparation and processing of purchasing documents.

- Process receiving as required

- Review pack slips and receipts and verify discrepancies

- Maintain Procurement department filing system

- Establish and maintain all department records and correspondence

- Maintain file of reports received by the department

- Scan purchase orders, contracts, supporting documentation and other information into document management systems

- Maintain yearly contract spreadsheet

- Contract support

- Prepare contract and various contract documents for sending to vendors

- Assist with the maintenance of contract files

- Process progress payments on contracts & purchase orders

- Prepare progress payment reports on required contracts

- Work with buyer and requisitioner/department head on retainage invoice payments

- Obtain check list from requisitioner on open issues of retainage invoices

- Contact contractor/supplier on issues involved on withheld invoice payments

- Follow up on completion of contracts

- Ensure all required final contract documents are obtained and on file prior to final payment

- Review all contract labor, equipment, and material purchase orders to determine if purchase orders are ready for closing

- Invoice Verification & Processing

- Verify invoice against purchase order and contract

- Contact appropriate supplier personnel to clarify invoice discrepancies and/or request additional information or backup documentation

- Request approval for invoices that exceed 15% of the PO line

- Obtain invoice approval, once approved run receipt for payment and attach invoice and approval to the receipt

- Expedite delivery of materials

- Expedite delivery of orders

- Follow-up on critical items

- Contact suppliers to confirm delivery status

- Contact shipping company to track shipments

- Make necessary adjustments in shipping if required to meet schedule

- Notify the requisitioner of the status

- Enter all current information including order acknowledgements in ERP system

- Miscellaneous procurement duties

- Enter and update vendor information

- Support department with report writer preparation

- Update various spreadsheets as requested

- Prepare shipping documents

- Assist Buyers as necessary with Standard Procurement Documentation Requirements collection and tracking of required information

- Enter inventory transactions

- Evaluate existing processes & procedures

- Whenever required support other procurement functions

Organizational Competencies

- Safety

- Integrity

- Teamwork

- Innovation

- Reliability

Job Competencies

- Action Oriented

- Approachability

- Functional/Technical Skills

- Learning on the Fly

- Time Management

Goals and Objectives

An employee filling this role is expected to meet changing and unique goals and objectives, as established by their supervisor, related to the broader area in which the employee is assigned.

Job Qualification Standards

Education and Training

- An associate’s degree in business, accounting, or related field is preferred.

- Must maintain a valid driver’s license.

Experience

- Minimum of 2 years of experience in administrative/clerical position is preferred.

Physical and Mental Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this position, the incumbent is primarily required to sit, stand, walk, stoop, bend and frequently utilize a keyboard/computer. Specific vision abilities include close vision, peripheral vision, depth perception and the ability to adjust focus.

Mental demands: While performing the duties of this position, the incumbent will be required to problem solve, read, write and analyze data, work under schedules and deadline pressure, present information to others, work independently and use discretion and judgment for confidential or sensitive projects/issues.

Work Environment: While performing the duties of this position, the employee is exposed to an office environment indoors, and will travel outdoors to multiple locations dependent on work.

Benefits

Minnkota Power Cooperative supports employees through a strong total compensation package that includes a competitive pay and benefits package, along with career growth opportunities. The cooperative offers:

- Medical insurance

- Dental insurance

- Vision insurance

- 401(k)

- Pension plan

- Life insurance and AD&D

- Disability insurance

- Paid leave: Holidays and floating holidays, Vacation, Sick leave

- Employee Assistance Program

- Flexible Spending Accounts for dependent care

- Educational assistance

- Membership in select professional organizations

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.