Purchasing and Inventory Coordinator - Float

GENERAL DESCRIPTION: 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 Medications' requisition, pricing, purchase, accounting, and distribution. Maintains a variety of records concerning purchases, invoices, and packing slips and provides internal and external customer support. In addition, this role will assist with a variety of purchasing projects/tasks, expedite vendor shipments, and facilitate returns.

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 our agency.

· Confidential: Respects the information our patients, employees, and vendors share 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 of other people’s feelings, attitudes, and reasoning. Maintains an open, non-judgmental, patient, flexible, and understanding demeanor.

JOB REQUIREMENTS:

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 essential functions.

Minimum Education:

· High School Diploma or completion of GED required.

· Some colleges preferred.

Minimum Work Experience:

· Minimum of 3 years purchasing experience required.

· Previous buying & accounting experience preferred.

Other Requirements:

· A successful c must be extremely 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 the CA vehicle code are required.

JOB DUTIES AND 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 the Inventory Management System.

· Review requisitions and purchase orders to ensure completeness and accuracy before processing.

· Collaborates with other departments for the purchase of medications.

· 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 a variety of issues (e.g. order status, purchase order tracking, etc).

Inventory Management

· Maintain inventory system:

• • Clean up data.
  • Reconcile data.
  • Vendor and product management.
  • Create and disable users.
  • Up-load and export system data.
  • Establish a new inventory location.
  • Monitor usage.
  • Become the subject matter of the inventory system.
  • Perform all other tasks on a needed basis.

· Coordinate with Centers for daily, weekly, and quarterly physical counts.

· Assist the Health Center in conducting inventory control by verifying inventory levels by reviewing physical counts, lost items, and adjustments.

· Assist Med Room month-end count on-site as needed.

· Coordinate transfers and returns.

· Review any medications that may be on allocation/shortage/backorder or are being replaced and update management of status and any need for transfer, if applicable.

o Medication depletion reports should be updated after usage/counts are submitted every week.

o Request additional information from other suppliers if availability changes and communicate with the purchasing management team.

· Review and manage 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.

· Maintain PPOSBC inventory numbers.

· Ensure month-end requirements are fulfilled by working with the finance team.

· Works with the accounting department to resolve inventory discrepancies.

· Attend inventory-related meetings.

· Assist with identifying, developing, and recommending the best inventory processes and procedures.

· Report and obtain replacements for failed IUDs and implants from vendor/manufacturer.

Accounts Payable

· Receives orders and vouchers vendor invoice for payment in procurement/inventory management & AP system.

· Scans/uploads invoice and order/invoice correspondences to procurement/inventory management & AP system under the Purchasing & Accounts Payable module.

· Coordinate with departments for invoice approval.

· Maintains and reviews paperwork and invoices submitted for accuracy;

· Works with the accounting department to check for discrepancies with invoices.

· Assist in providing purchase orders, and vouchers with receiving slips and invoices to AP on a timely basis.

Non-Essential Functions:

· Other duties as assigned.