Program Specialist II (Requisition Team)

Job / Position DescriptionProgram Specialist II - Requisition TeamAs a member of the Requisition Team in the Laboratory Business Operations Unit, provides administrative and technical procurement assistance to staff and leadership within the Public Health Laboratory Division by processing purchase requests. Functions as a liaison between the DSHS Public Health Laboratory Division and both internal and external parties. Maintains a high-volume shared email inbox and responds to customer and vendor inquiries. Provides consultative assistance and highly technical procurement and accounting expertise to staff and leadership within the Laboratory. Performs reporting and tracking duties related to purchasing and expenditures. Responds to invoice inquiries to ensure prompt payment of invoices.Essential Job Functions(50%) Provides administrative and technical procurement assistance to staff and leadership within the Laboratory by the daily collection, analysis and data entry of requisitions into CAPPS Financials to obligate Laboratory funding and ensure availability of laboratory supplies, equipment and services that are critical for daily operations. Creates, reviews, proofs, and edits procurement documentation for adherence to laboratory, agency and enterprise policies and procedures. Functions as a liaison between the DSHS Public Health Laboratory Division and other entities including (but not limited to) vendors, HHSC Procurement and Contracting Services (PCS), DSHS Budget Office, DSHS Accounts Payable, DSHS Contract Management Section (CMS) and HHSC Asset Management. Researches supply and equipment purchase order information related to vendors, supply and service prices and budget coding for requisitions, as needed. Verifies purchase orders, contracts, and requests are accurate, appropriate, and correct. Maintains and consolidates any related purchasing and procurement correspondence and retains on file. Coordinate the use of ProCard for purchases, as needed. (30%) Maintains Laboratory Accounting inbox and responds to customer and external inquiries. Provides consultative assistance and highly technical procurement and accounting expertise to staff and leadership within the Laboratory. Assist in the development and implementation of training and informational materials to Laboratory staff for procurement and accounting activities. Assist in the development of procedures related to the standardization of procurement and accounting processes. (15%) Performs special assignments and projects as given by manager. Performs reporting and tracking duties related to purchasing, including periodic and ad hoc requisition reports, purchase order adjustments, monitoring open encumbrances, and analyzing invoice amounts. Communicates with lab staff to enter additional requisitions with amounts are low. Regularly utilizes online queries available from existing agency systems (e.g., CAPPS Financials); uses results to answer questions from customers. Analyzes expenses and trends related to laboratory purchasing activities to ensure compliance with all applicable rules, regulations, and policies. Recommends improvements as needed. Responds to invoice inquiries to ensure prompt payment of invoices. Liaises with Accounts Payable (AP) staff to avoid late payments or account delinquency. Reconciles invoices and disputes discrepancies in invoices as appropriate. (5%) Attends work on a regular and predictable schedule in accordance with agency leave policy. As per DSHS Policy, other duties as ass Copy the URL in the preceding sentence to an Internet Explorer browser to apply to the job directly through the Texas Health and Human Services Career Portal.