Purchasing Specialist - Southeast Mississippi Rural Health Initiative Inc

The Purchasing Specialist is responsible for verifying and completing all various functions of the Purchasing/Financial Office, under the supervision of the Director of Finance. Also, is responsible for assisting in maintaining the accountability of the corporate funds. The Purchasing Specialist must demonstrate knowledge and skills to appropriately communicate and interact with staff, patients, families and visitors of all age groups, while being sensitive to their cultural and religious beliefs.

Job Responsibilities:

• Update and revise requisitions for all categories and distribute monthly notifying locations of any necessary changes
• Solicits vendors for new supplies, equipment, quotes/bids for all categories as well as updates existing
• Responsible for checking all new vendors with the government EPLS sites: OIG/SAM before any purchases can be made
• Review requisitions, researches necessary products and selects vendor with the best price
• Responsibly take each medication requisition, once approved by the D.O.N., sort items by vendor, and assign individual purchase order numbers to be created for the final ordering process
• Review requisitions, prepares purchase orders from all requisitions and submits final PO along with all prepared documentation to the CFO for approval
• Verify quantity on hand of items listed on requisitions vs. on hand at locations after reviewing previous order history and checks against year-end inventory quantities
• Orders online, emails, faxes and/or phones in Purchase Orders to vendors and then emails a copy to each location requesting item(s)
• Copies requisitions that have required a purchase with the use of corporate credit card tickets for approval signatures and also for purchasing records
• Responsible for distributing items, supplies, meds, etc. that are delivered to this location, to their designated location while using the appropriate documentation in the process
• Responsible for any product returns or damages that are sent to this location; to verify or determine the problem and contact the vendor and to rectify the issue as well as notify A/P
• Proof all print jobs that have been submitted by requisition so that the approved and proofed purchase order can be processed by the vendor
• Maintain originals/copies of all items needed for re-order (ex. letterhead, progress notes, etc.)
• Current on item stores in the warehouse which are often used to be pulled to fill requisitions and also aware of when shipments are being made for and delivered to the warehouse
• Willingly meet with vendor reps regularly to maintain stable and open communication and also meets with potential vendors to determine new product value, compare shipping methods, etc., before presenting information to the CFO
• Keep licensing and address information updated for vendors by sending the updated DEA copies to each vendor before the expiration and staying aware of products covered under contracts
• Maintain/update logins and passwords for multitudes of vendor sites for online access and updates on additional vendor reward programs as well as maintain updates to vendor web-page updates for product information
• Codes purchases to correct general ledger accounts according to various requisition requests
• Willingly meet monthly with the company management and Information-Systems Committee (MIS) to discuss any issues, changes, or ideas that have been brought up within the organization; any document changes, etc. are voted for approval within this committee
• Assist with the distribution of the products that are received from the Direct Relief program to all locations and staff as well as to Marketing and Outreach
• Reviews all Medication Recall Notifications in comparison to the medications ordered monthly for all locations and handles accordingly with the Director of Corporate Compliance
• Assist with the A/P monthly by following up on purchase orders that have not been received by their requested locations or filled by vendors within a timely manner. This includes contacting the vendor and following up with the appropriate contact and/or making a note of a B/O issue or cancellations
• Demonstrate a willingness to work flexible hours as necessary
• Understand, adhere to and protect the area of confidentiality related to vendors, product cost information to their vendors/ quote information, etc., DEA (license) information, payroll, payable, and other financial information of the organization operations
• Assist in preparing for the annual independent audit and provides support during the audit process
• Maintains historical records by filing documents accurately
• Contributes to team effort by accomplishing related results as needed
• Utilizes cost effective options, coupons, sales, negotiation bundles, etc. that in all aspects a better value for the organization as well as help in saving costs for patients
• Willingly assists the Chief Financial Officer and Director of Finance in all aspects of financial management of the organization's records
• Ensures that all measures are taken to complete timelines as well as the significance of fulfilling deadlines accurately and proficiently
• Maintains prompt and regular attendance
• Verify timecard at the end of each pay period
• Performs related work, as assigned

Job Requirements:

• High School Diploma or GED
• Basic knowledge of Accounting, computer and typing skills
• Should have at least one year of related or similar work experience
• Must be able to demonstrate the ability to assist in proper maintenance of the accounting system

Physical and Other Requirements:

• Must continuously listen, visualize and have dexterity and eye-hand coordination
• Ability for simple grasping and speed work
• Must demonstrate positive personal attributes such as professionalism, honesty and integrity
• Must be conscientious of maintenance and appearance of Health Center
• Must frequently sit, squat, reach and use both right and left forearm rotation and walk
• Must occasionally kneel, twist, have ability to grasp firmly, lift and carry, push and pull in excess of 10 lbs.