SUMMARY:

Works closely with the Clinic’s staff to ensure items are procured and received in a productive, accurate and timely manner. The tasks will consist of, but not be limited to, the following: receiving requests, placing orders, communicating issues, and generating reports.

DUTIES AND RESPONSIBILITIES:

 Primary Responsibilities

1. Report directly to the Purchasing Manager.
2. Receive and process requisitions on a daily basis. Ensure information supplied is accurate, clear and concise. Examples include reviewing the following: requested by, requested date, proper approvals, item description, and quantity.
3. Provide effective communication with all incomplete purchasing requests within one business day of receiving the request.
4. Communicate any delays, backorders or issues related to the items requested, to the requestor and to the Purchasing Manager as the situations arise.
5. Develop communication protocols and procedures to address situations listed in item 4.
6. Develop a working relationship with vendors and Clinic staff to ensure overall procurement goals of the organization are met.
7. Ensure items are accurately added to purchase orders. Examples include item description, general ledger code, units of measure, quantity, and pricing.
8. Establish clear and concise communications with the Inventory Specialist. Effectively communicate information such as incoming products, expected arrival date, the assigned destination, and expected date of delivery of the products to the requestor.
9. Follow departmental and Clinic procedures.
10. As requested, cross-train designated personnel on the current purchasing procedures, in an effort to improve the overall effectiveness of the department.
11. Work with management to help reduce costs for the Clinic without sacrificing quality.
12. Ensure the corresponding purchase order number is submitted with each purchase.
13. Scan and file purchase orders as needed to minimize delays for Accounts Payable.
14. Work closely with Accounts Payable to ensure the invoices are paid in a timely manner.
15. Generate monthly reports for purchasing. The reports are to identify top vendors, types of product (chemo, vaccines, and drugs), and savings.
16. Update the infusion drug order form monthly and supply to the infusion staff for routine orders.
17. Assist Purchasing Manager and Supervisor with process improvements.
18. Maintain a professional and clean environment for Clinic at all times.
19. Maintain a safe working environment.
20. Ensure that the Clinic complies with all State and Federal regulations, as applicable to the areas of responsibility.
21. Formulate and enforce ethical guidelines for purchasing personnel.
22. Adhere to the Clinic Code of Compliance.
23. Ability to be flexible with work schedule within hours of the Purchasing Department.
24. Assist in other areas as needed.

Critical Responsibilities

1. Place orders in an accurate, efficient, and timely manner. Consolidate orders when possible, to minimize handling fees. Ensuring items are delivered before the date they are needed whenever possible.
2. Review requisition for any deviations from standard items listed on the form. If there are any changes, bring it to the attention of the Purchasing Manager or Supervisor.
3. Ensure the items purchased match the items being requested. Examples include product manufacturer, units of measure, and quantity.
4. Ensure appropriate approvals are present prior to placing all orders. Also, ensure the Purchasing Manager or Supervisor review all purchase orders prior to submitting orders.
5. Attach a signed printed order confirmation to each purchase order for all medication purchases.
6. Prior to ordering new medications for the Clinic, ensure there is documented approval from the relevant Physician, the Business Office, and Nursing Administration.
7. Notify the Purchasing Manager and the requestor of any issues such as: backorders, pricing, and stock inventory concerns.
8. Effectively manage any backordered items, checking into their availability regularly.
9. Purchase Clinic products through established GPO’s and negotiated contracts.
10. Seek suppliers who are geographically dispersed to minimize buying a product from one location.
11. Continually shop for lower priced items and share any potential savings with the Purchasing Manager or Supervisor.
12. Increase purchasing productivity by using purchasing products online. Buying products online will reduce paperwork, improve accuracy, reduce clerical work, and reduce order cycle time.
13. Become proficient in the use of Great Plains for ordering and generating reports.
14. Research and analyze historical purchasing data to demonstrate Clinic cost savings, trending, forecasting, and contract adherance.
15. Continually monitor for any price flucuations. Alert the relevant department Manager of any increases and seek approval before placing any orders, when the price has increased from prior orders.

BACKGROUND REQUIREMENTS:

Education, Experience, and Knowledge

• B.S. or Associates degree preferred with two or more years of experience, or equivalent.
• General hospital or clinic knowledge preferred.

Skills and Abilities

• Must demonstrate excellent communication skills, includes written, verbal, and listening.
• Must demonstrate excellent organizational skills.
• Must demonstrate excellent customer service and customer satisfaction skills.
• Effective coordination of multiple projects.
• Uses analytical skills for troubleshooting and problem solving.
• Excellent computer skills – PC, MS office.

Physical Requirements

• Able to sit, stand, walk, lift, push, pull, carry, grasp, reach, stoop, crouch, speak, and listen.
• Able to lift up to 50 lb