Procurement and Travel Coordinator / Accounts Payable Clerk
Procurement and Travel Coordinator / Accounts Payable Clerk
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Job Description
SUMMARY: This position performs administrative procurement travel coordination and accounts payable functions in compliance with federal state and local regulations as well as internal financial policies. The role supports departments with purchasing travel arrangements invoice processing vendor relations and ensures financial documentation meets audit and funding requirements.
ESSENTIAL DUTIES and/or RESPONSIBILITIES: Include the following. Other duties may be assigned.
- Coordinates purchasing for all departments following internal procurement policies and federal grant guidelines.
- Prepares and reviews purchase requisitions bid documentation and purchase orders for accuracy and completeness.
- Ensures required approvals and supporting documentation are obtained prior to processing purchases.
- Maintains vendor files and assists with vendor setup in the accounting system.
- Tracks purchase orders and communicates with vendors and departments regarding order status.
- Monitors contract expiration dates and supports renewal processes or rebidding as needed.
Travel Coordination
- Facilitates all employee and program travel arrangements including transportation lodging and per diem.
- Ensures travel requests are pre-approved allowable and supported by necessary documentation.
- Coordinates conference registrations and secures early-bird rates or group discounts when available.
- Verifies travel aligns with grant requirements and program budgets.
- Prepares travel reimbursement documentation and ensures timely submission to Finance.
Accounts Payable
- Processes vendor invoices purchase orders check requests and staff reimbursements accurately and timely.
- Matches purchase orders with invoices and receiving documentation; verifies calculations and coding.
- Communicates with vendors and staff to resolve discrepancies or incomplete submissions.
- Prepares weekly check runs obtains required approvals and maintains detailed records.
- Assists with credit card reconciliations and ensures supporting documentation is complete.
- Supports fiscal year-end closeout and audit requests related to disbursements.
QUALIFICATION REQUIREMENTS:
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
EDUCATION and/or EXPERIENCE:
- High school diploma or GED required; Associates or Bachelors degree in accounting finance or business preferred.
- Minimum 2 years of related work experience in procurement travel coordination or accounts payable.
- Strong knowledge of purchasing principles travel policies and financial documentation standards.
- Proficient in Microsoft Excel Word and accounting software (MIP/Microix preferred).
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Experience with grant-funded programs is a plus.
WORKING CONDITIONS:
- Work is performed in a standard office environment.
- Occasional overtime may be required during peak periods or deadlines.
PLEASE NOTE: P.L. 93-638 Indian Preference and Tribal Employment rights Ordinance. (T.E.R.O) will be practiced; however all qualified applicants will be considered.
*Please note that the job description is subject to change with or without prior notice.*
IF YOU ARE INTERESTED PLEASE SEND APPLICATIONS RESUME TO:
OMAHA TRIBE OF NEBRASKA
ATTN: HR DEPARTMENT
P.O. BOX 368
MACY NEBRASKA 68039
OR
Must pass background check and pre-employment drug screen.
Required Experience:
IC
Employment Type
Full-Time
