Purchasing Specialist

BASIC FUNCTIONS:

As a key member of the Finance team, the Purchasing Specialist will lead the purchasing function for Valley Health Team and will leverage buying through innovative strategies and contract negotiations. This individual will work closely with leadership and other key staff to plan and implement maximum product standardization and more cost-effective distribution processes within departments throughout the organization.

In addition, the Purchasing Specialist will be responsible for the acquisition, storage and distribution of medical equipment, dispensary supplies and other medical and general supplies or equipment for use by multiple medical facilities. The purchase capital equipment will be coordinated and completed under the direction of the Vice President of Finance.

DUTIES AND RESPONSIBILITIES:

1. Responsible for the procurement of goods and services that meet the quantity and quality expectations of the organization.
2. Build and manage relationship with equipment, service and supply vendors to secure reliable and timely sourcing of product and services at best prices for the company.
3. Supervise the purchasing department functions including receiving, general storeroom, copying/printing, and central supply functions.
4. Direct the selection and implementation of systems and procedures effecting purchasing activities and policies.
5. Responsible for vendor contract negotiations.
6. Reviews cost proposals and pricing information.
7. Prepares and administers contracts and purchase orders with specific vendors.
8. Compares bids from vendors and determines, or assists with determination, to whom contracts will be awarded.
9. Evaluates vendor proposals to ensure that all requirements are met.
10. Verify that the new vendors are not in the exclusions list in the System for Award Management (SAM) and Office of Inspector General (OIG) database.
11. Confirms that terms and delivery dates are accurate.
12. Evaluates competence of vendors and review bids, proposals and invoices for accuracy.
13. Maintains database regarding vendors' performance and quality of product(s).
14. Reconcile key vendor statements versus the Aged Invoice Report out of MAS 90 as per supervisor request.
15. Complete annual vendor contract reviews and present to the Chief Financial Officer/Vice President of Finance.
16. Monitor, manage and report on clinic medication and supplies inventory levels including emergency preparedness inventory.
17. Set parameters and regularly audit purchase order system.
18. Support the opening of new offices or relocation of existing facilities through coordination and management of contractors and staff as needed.
19. Coordinate and book employee travel related expenses.
20. Oversee and coordinate VHT corporate apartment usage.
21. Monitor, track and report on equipment repairs.
22. Create, manage and maintain organizational wide purchasing item master
23. Oversee and coordinate inventory cycle counts and inventory reconciliations at VHT clinic locations
24. Work with the Vice President of Finance to develop budget and department performance goals.
25. Contribute to the progress and development of the organization's adopted compliance program.
26. Communicate relocation of all equipment to Inventory Control System.
27. Communicate with management and staff to educate on and enforce policies and procedures associated with equipment and supply needs within the organization.
28. Work closely with the AP staff by providing closed POs, purchasing requisitions, packing list and any other supportive document related with the purchasing for payment processing.
29. Must be able to demonstrate communication, negotiation and analytical skills to interact with supplying vendors, customers and department team members.
30. Must have a thorough understanding of purchasing, inventory control, contract, shipping, receiving, and accounts payable functions, regulations, policies and procedures.
31. Contribute to team effort by assisting other departments as needed and while maintaining confidentiality of VHT' s business.
32. Work cooperatively with all staff members and outside sources in a professional manner to deliver a high level of service.
33. Observe and practice all VHT Patient Experience Service Standards as outlined in "World Class Practices: My Commitment to Care (which I have read and signed). Practice CICARE when interacting with patients, their families, visitors, or internal customers.
34. Act as a role model, verbally and behaviorally demonstrating skill, enthusiasm, positive problem solving, commitment and loyalty to the profession and the organization.
35. Follow applicable regulations: Joint Commission, OSHA, HIPM, and CLIA.
36. Serves and protects the practice by adhering to professional standards, policies and procedures, federal, state, and local requirements, and The Joint Commission Accreditation of Healthcare Organization standards.
37. Perform other related duties, which may be inclusive, but not listed in the job description.

MINIMUM QUALIFICATIONS:

1. Bachelor degree in accounting, finance or related field
2. Minimum five (5) years of related work experience and/or training or can be an equivalent combination of education and experience
3. Minimum of two (2) years of progressively responsible experience in one or more of the following areas of responsibility: purchasing, storeroom or warehouse management, hospital materials management, central supply, sterile processing and/or any pertinent combination of the areas listed above; preferably in a medical, surgical center hospital, skilled nursing facility, or other healthcare services setting
4. Exposure and/or experience with accounting, grant accounting and/or project accounting software is highly preferred
5. Must be computer literate and have intermediate working knowledge of MS Office Suite (e.g. Word, Excel, Access, Visio, etc.)
6. Modem office practices and procedures (including email)
7. Proven ability to work under pressure, give thorough attention to details and meeting multiple simultaneous deadlines
8. Strong leadership, project management, facilitation, and analytical skills
9. Be self-motivated and have the ability to prioritize work and meet deadlines
10. Strong customer service skills (preferably within a service industry) and maintain an effective and positive working relationship with staff and customers
11. Extensive know ledge of contract principles and procedures.
12. Excellent administrative and organizational skills and attention to detail.
13. Excellent oral and written communication skills - be able to provide information in a clear and concise manner; good interpersonal skills.
14. Ability to be flexible with work schedule and available to work at all site locations
15. Must have own transportation, valid California Driver's License and current proof of automobile insurance coverage
16. Demonstrated ability to provide world-class patient experience using CICARE principles and practices. Ability to be proactive and to go above and beyond the call of duty; take initiative to provide a world class patient experience in all encounters via email, phone or in person

TYPICAL WORKING CONDITIONS: The office setting is a normal work environment. Occasionally work during early morning, evening or weekend. May be subjected to temperature variances in the office.

TYPICAL PHYSICAL DEMANDS: Requires sitting, standing, or walking for up to eight hours a day. Some bending; stretching, or reaching may be necessary. Lifting up to 40 pounds may be required on occasion. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contact.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may come in contact with hazardous equipment such as liquid nitrogen, cleaning agents, and sharps. The noise level in the work environment is usually moderate but may become excessively loud with the increased patient flow during a busy clinic day.

I. the employee, understand the responsibilities and standards of my position as listed above, and I agree to fulfill them to the best ofmy ability. I understand I am an at-will employee and can be terminated at any time with or without cause. I also understand the Valley Health Team Inc. will not be responsible in any manner for termination's which are due to defunding of Federal or State Contracts. I also agree that the VHT Board of Directors have the right to modify the Personnel Policies which govern my employment at any time.

This organization is an Equal Opportunity Employer. It is our policy to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, age, color, sex, religion, national origin, or other protected classification.