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POSITION: Purchasing and Grants Coordinator
CLASSIFICATION: YKAA
DAYS/MONTHS 260 Days
POSITION TYPE: In-Person
___________________________________________________________________
General Responsibilities
The Purchasing and Grants Coordinator will oversee and manage purchasing processes for Yukon Koyukuk School District with an additional focus on monitoring and maintaining fiscal compliance with federal and state grants. This role is responsible for obtaining and presenting Requests for Proposals (RFPs) and quotes to program and department leads, ensuring purchases align with grant guidelines. The Coordinator will also manage the district’s p-Card program, oversee the Alaska Airlines account, and ensure all vendor records are up-to-date and in compliance with federal and state regulations, including the federal exclusion list.
Qualifications
● Education and Experience:
○ Bachelor’s degree in Business Administration, Supply Chain Management, Finance, or equivalent work experience.
○ Minimum of 2-3 years of experience in procurement, purchasing, or grants management, with a focus on federal and state compliance.
○ Previous experience with RFP processes, p-Card programs, and vendor management is preferred.
● Knowledge and Skills:
○ Strong understanding of federal and state procurement regulations, including Uniform Guidance (2 CFR 200) and related compliance standards.
○ Experience with managing RFP processes, evaluating bids and quotes, and presenting findings to department leads.
○ Familiarity with vendor compliance checks, including the use of federal exclusion lists (SAM).
○ Knowledge of managing purchasing card programs (p-Card) and ensuring adherence to policies and regulations.
○ Strong attention to detail, with the ability to handle multiple projects and deadlines simultaneously.
○ Excellent communication and interpersonal skills, with the ability to work collaboratively with various departments and vendors.
● Technical Skills:
○ Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and procurement management software.
○ Experience with financial software and systems for tracking budgets, purchases, and compliance.
○ Ability to quickly learn and adapt to new software or tools as needed.
Duties
● RFPs & Quotes Management:
○ Coordinate the preparation and issuance of Requests for Proposals (RFPs) and quotes to solicit bids for goods and services related to federal and state grants.
○ Review and evaluate submitted proposals and quotes, presenting the findings and recommendations to program or department leads for approval and decision-making.
○ Ensure that all RFPs and quotes comply with district policies, as well as federal and state regulations.
● Vendor Management & Compliance:
○ Maintain and update accurate vendor records, ensuring proper documentation is on file, such as contracts, W-9 forms, and tax information.
○ Verify that all vendors are not listed on federal exclusion lists (e.g., SAM.gov) to ensure compliance with federal requirements for grant-funded purchases.
○ Collaborate with departments to ensure that vendors meet eligibility requirements and are in good standing for receiving district payments and federal or state grant funds.
● Grant Monitoring and Reporting:
○ Ensure compliance with grant fiscal reporting requirements.
○ Prepare and submit grant drawdowns and other financial reports (i.e. PERs and FERs) to grantors as per guidelines.
○ Work with program managers to track spending against budgets, identify variances, and recommend corrective actions.
○ Coordinate with internal and external auditors during grant/district audits and provide necessary supporting documentation.
● Contracts
○ Helping YKSD fully execute the signed contract and gather invoices against it.
○ Monitoring the length of contracts and ensuring new contracts are in place with vendors to ensure no loss in service.
○ Maintain a list of all current YKSD contractors and the service they render.
● p-Card Program Oversight:
○ Oversee the district’s Bank of Montreal (BMO) purchasing card (p-Card) program, ensuring compliance with district policies and grant guidelines.
○ Monitor and reconcile p-Card transactions to ensure proper documentation, appropriate use of funds, and compliance with federal and state procurement regulations.
○ Provide training and support to district staff on the appropriate use of p-Cards and best practices for compliance.
● Alaska Airlines Account Management:
○ Manage the district’s Alaska Airlines account, coordinating travel for staff and program-related needs within the constraints of grant funding.
○ Monitor and reconcile travel bookings, ensuring flights are booked in accordance with district policies and grant guidelines.
○ Work with the travel team and other departments to ensure travel arrangements are cost-effective, efficient, and compliant with funding restrictions.
● Grant Compliance & Documentation:
○ Ensure that all procurement activities, including the issuance of RFPs, quotes, and use of p-Cards, are compliant with federal and state grant regulations (including Uniform Guidance 2 CFR 200).
○ Maintain detailed records of purchases made with grant funds, ensuring all required documentation is retained for audits and reporting purposes.
○ Assist in the preparation of documentation for internal and external audits, ensuring proper records are available for review.
● Collaboration & Communication:
○ Work closely with program managers and department leads to understand procurement needs and provide guidance on appropriate purchasing options and processes.
○ Provide regular updates on procurement activities, the status of RFPs and quotes, and other purchasing-related tasks.
○ Serve as the primary point of contact for vendor-related inquiries, ensuring smooth communication and resolution of issues.
● Inventoried Equipment / Capital Assets List
○ Log and monitor capital assets.
○ Tag and audit inventoried equipment per federal regulations.
○ Audit list bi-yearly to maintain compliance.
○ Facilitate the disposition of surplus or obsolete inventory.
● Training & Support:
○ Offer ongoing training and support to district staff on procurement policies, p-Card usage, vendor management, and compliance with federal and state grant regulations.
○ Assist in the development of guidelines and procedures to ensure compliance and efficiency in purchasing activities.
● Other duties as assigned. Please note this job description is not intended to cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Equipment Used
Standard office equipment, including computer, 10-key calculator, printer, copier, fax machine, telephone system, and video conferencing.
Independent Decisions
Makes decisions of a routine, job-related nature, based on School Board policy, district and/or building rules.
Primary Working Contacts
Administrators, teachers, district office staff and vendors.
Responsibility for Cash, Equipment, Safety
None
Supervision Received and Exercised
Receives oral and/or written instructions from the assigned district office administrator.
Unusual Working Conditions
Work is performed in a normal office setting. There are no unusual demands of the position. The position is mostly sedentary with extended periods sitting at a desk/computer.
Working Conditions
● Full-time position, Monday through Friday, with occasional overtime as necessary to meet deadlines.
● Office-based role with occasional travel within the district for meetings, vendor site visits, and training.
Evaluation
Annual written evaluation.
BENEFITS:
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- Flexible Spending Account
- Dependent Care Account
- Retirement Plan
- Opportunities for advancement
- Paid sick time
- Paid time off
- Retirement plan
Equal Opportunity Employer NOTICE OF NONDISCRIMINATION: The Yukon-Koyukuk School District (YKSD) is an equal opportunity employer. It does not discriminate on the basis of race, color, national origin, sex, age, or handicap in admission or access to, or treatment or employment in, its programs and activities.
YKSD Website: https://www.yksd.com/
Accepting International Visa Applicants?
No
Start Date
Oct 01, 2026
About
Welcome to the Yukon-Koyukuk School District (YKSD). District boundaries fall within the Yukon-Koyukuk Census area. The YK Census area makes up only 1 percent (approximately 6,150 residents) of the state’s total population. The District’s ten village schools are located along the Yukon, Koyukuk and Tanana river systems, a geographic area larger than the state of Washington (encompassing about 65,000 square miles of territory). More than 98% of the district’s 315 river school students are Alaska Native (Athabascan). The district also sponsors a statewide correspondence program called Raven Homeschool. There are approximately 1,500 students enrolled in Raven during the 2015-2016 school year. District-wide, YKSD serves over 1,400 full-time students. Travel to eight of our ten communities is by small aircraft. Only one community (Minto) is accessible by a remote road system. Local travel within the communities is by boats during the summer months; and snow machine or dog sleds in the winter.
Equal Opportunity Employer NOTICE OF NONDISCRIMINATION: The Yukon-Koyukuk School District (YKSD) is an equal opportunity employer. It does not discriminate on the basis of race, color, national origin, sex, age, or handicap in admission or access to, or treatment or employment in, its programs and activities.