Purchasing & Inventory Management Coordinator - Anaheim Admin

Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Purchasing & Inventory Management Coordinator in Anaheim, CA.

The purpose of the Purchasing and Inventory Coordinator position is to provide a wide variety of administrative support to the Purchasing and Finance Department. The Purchasing and Inventory Coordinator coordinates the requisition, pricing, purchase, accounting and distribution of medications and supplies. Maintains a variety of records concerning purchases, invoices, packing slips and provides internal and external customer support. In addition, this role will assist with variety of purchasing projects/tasks, expedite vendor shipments, and facilitate returns.

At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:

• A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability. 
• Benefits coverage starts after one full month of employment!
• Generous vacation, sick, and holiday benefits!
• Generous 401(k) matching contributions and more!
• To view our detailed benefits guide, please visit our career site at www.pposbccareers.org

Responsibilities

Essential Functions: Essential functions encompass the required tasks, duties and responsibilities performed as part of the job and the reason the job exists.

Purchasing

• Creates purchase orders for purchases in Inventory Management System.
• Conducts price & specification comparisons for all purchases, ensuring compliance with finance policy and procedures
• Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
• Collaborates with other departments for the purpose of the purchase of medications, supplies, furniture and equipment.
• Monitors and follows-up on purchase orders from inception to delivery of goods and services.
• Maintains accurate records of all purchases.
• Follow up with health centers and departments for open purchase orders and receiving discrepancies.
• Assists/processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
• Consolidates and files all packing slips from all health centers and internal departments.
• Researches variety of issues (e.g. order status, purchase order tracking, etc).

Inventory Management

• Assist to maintain inventory system:
  • Assist to maintain PPOSBC inventory numbers.
  • Vendor and product management set up coordination.

• • Monitor usages.
  • Manage Purchasing Order status update
  • Become subject matter of inventory system.
  • Perform all other tasks as needed basis. 

• Coordinate with Centers for inventory or supply physical counts.
• Assist Health Center to conduct inventory control with verifying inventory and safety stock levels by reviewing physical counts, lost items and adjustments.
• Coordinate transfers and returns.
• Assist to manage inventory that may be on allocation/shortage/backorder or are being replaced and update management of status and any need for transfer, if applicable.
• Request additional information from other suppliers if availability changes and communicate with purchasing management team.
• Review and evaluate PAR levels, Min/Max, auto-orders and reorder points.
• Research alternative products/medications. Recommend acceptable alternatives in the face of product unavailability. Advises department on approved product substitutions.
• Inform appropriate staff of significant pricing trends, issues, and contract and non-contract issues.
• Ensure month-end requirements fulfilled by working with finance team.
• Works with accounting department to resolve inventory discrepancies.
• Assist with identifying, developing and recommending best inventory processes and procedures.
• Report and obtain replacements for failed IUD, Implant or any return supplies and merchandise from vendor/manufacturer as needed

Accounts Payable

• Receives orders and manages PO creation and validation for reoccurring expenses.
• Scans/uploads invoice and order/invoice correspondences to procurement/inventory management & AP system under Purchasing & Accounts Payable module.
• Coordinate with departments for invoice approval.
• Maintains and reviews paperwork and invoices submitted for accuracy;
• Works with accounting department to check for discrepancies with invoices.
• Assist to provide purchase orders, vouchers with receiving slips and invoices to AP on a timely basis.

Non-Essential Functions:

• Other duties as assigned.

PHYSICAL REQUIREMENTS:

The physical requirements of this position are identified below. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

CORE COMPETENCIES – WE CARE:

• Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service.  Handles problems quickly and efficiently.  Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
• Equitable:Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others’ voices, creating spaces for honest conversation, and listening without judgment.  Values and uplifts our collective diversity within in our agency.
• Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality.  Follows all policies and laws that protect private & privileged information.
• Accessible: Is available and approachable to others, open-minded, fair and non-defensive.  Appreciates constructive feedback and is a team player.  Demonstrates good listening skills.
• Respectful:  Values diversity and treats everyone with dignity and courtesy.  Dependable and courteous of other people’s time and commitments.
• Empathetic: Demonstrates interest and understanding in other people’s feelings, attitudes and reasoning.  Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.

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 functions.

Minimum Education:

• High School Diploma or completion of GED required.
• Some college preferred.

Minimum Work Experience:

• Minimum of 3 years purchasing experience required.
• Previous buying & accounting experience preferred.

Other Requirements:

• Proficient in Excel and Word at an advanced level.
• Ability to work independently and take initiative.
• Accuracy with detailed math work.
• Ability to handle varied tasks simultaneously and work well under pressure.
• Must be able to meet Agency attendance standards.
• Ability to maintain confidentiality at all times.
• Strong organizational skills.
• Strong attention to detail.

Agency Standard Requirements:

• Strong commitment to quality healthcare and excellent customer service is required.
• Must thrive in a fast paced, rigorous environment with changing priorities.
• Ability to meet deadlines and work under pressure.
• Must demonstrate high level computer skills including; Microsoft Word, Excel and Outlook. Electronic medical records experience may also be required.
• This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver’s license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.