PURCHASING CLERK

JOB SUMMARY:  Under the supervision of the Purchasing Agent, is responsible for placing orders, expediting back orders, and processing paperwork for stock and non-stock
supplies for all Centers and departments with the exception of Pharmacy.  Manages and coordinates the purchase of goods and services for the Franklin Primary Health Center, Inc. in an efficient and economical manner.

ESSENTIAL FUNCTIONS:

1. Responsible for the collection of requisitions, the proper execution of all paperwork, and the steady and even flow of supplies.  Prepares purchase orders.  Assists in obtaining bids for each item, prepares purchase orders and submits to CFO for approval. 
2. Places purchase orders utilizing a computer terminal for supplies and equipment per CFO approval. 
3. Contact vendors and negotiate prices.  Obtain a minimum of two prices for regular supplies and three for equipment whenever possible.
4. Match and verify purchase requisitions, orders, and shipping documents on each order received from centers. Verifies documentation of receipt.
5. Assist in the research and selection of vendors in given circumstances and assists in the evaluation of vendor performance, utilizes different vendor sources to fill orders as directed.
6. Follow-up back orders, expedite delivery of orders, and makes special arrangements for delivery; communicates to the department the expected delivery date.  Handles any returned merchandise and ensures proper credit is given.  Prepare necessary paperwork.
7. When necessary or as assistant is needed, periodically visit each department to assist managers in monitoring the stocking of supplies.  Monitors quantities through requisitions.
8. Assists in the maintenance of an up-to-date computer pricing and vendors filing system to ensure immediate and accurate access to information.
9. Assists with the establishment and monitoring of the fixed asset control system.
10. Sorts and handles packages to determine order origin, contents, return authorization, return verification and credit verification
11. Perform other duties as assigned by Purchasing Agent.

PERFORMANCE STANDARDS:  Performance will be evaluated by the Purchasing Agent wherein a satisfactory overall rating is considered as a minimum acceptable level of performance.

CUSTOMER SATISFACTION:  Must provide the very best customer satisfaction to patients, visitors, and co-workers at all time in a professional and courteous manner.  Doing things right the first time.  Making people feel welcome.  Shows respect for each customer.  Anticipate customer needs and concerns.  Keeps customers informed.  Helping and going the extra mile. Respond quickly.  Protect privacy and confidentiality.  Demonstrate proper telephone etiquette.  Take responsibility for handling complaints.  Be professional.  Taking ownership of your attitude toward Service Excellence

QUALIFICATIONS:   

Education and Experience: High school graduate diploma or GED equivalent. Possess a degree of familiarity with governmental purchasing requirements and bidding procedures.  Possess knowledge about medical supplies. One (1) or more years' experience or any combination of experience, education, or training that would provide the level of knowledge, skill, and ability required. 

Knowledge, Skills, and Abilities: Knowledge of basic typing skills with emphasis on accuracy, legal aspects of purchasing, and basic medical terminology.  Must have a valid Alabama driver's license, be insurable, and have use of own vehicle on job.  Must be self-motivated and able to locate additional resources in the area of purchasing.

PROTECTED HEALTH INFORMATION (PHI) ACCESS:  PROHIBITED- For purposes of HIPAA Compliance there are 4 workforce categories, which define the level of access to PHI that is granted to the incumbent.  This position is classified under Facilities Personnel and therefore access is Prohibited- use and or disclosure of PHI is not permitted.

PRIVACY RULE COMPLIANCE REQUIREMENTS:  

1. Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
2. Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.

PHYSICAL/MENTAL REQUIREMENTS:

1.            Ability to communicate effectively with sales representatives and medical personnel by telephone, in person, or through written communication.

2.            Must be able to assimilate information and make decisions; work under pressure in a detailed, organized manner.

3.            Must be able to operate or learn to operate a computer terminal. 

4.            Must be able to meet the attendance requirement of the position.

1. Must be able to adhere to Center's policies, procedures and safety regulations.
2. Work is sedentary in nature, however moderate standing, stooping, bending, walking, and lifting.