Procurement Clerk

The Procurement Clerk ensures that the items and services to build and maintain our corporation's medical and dental operations are purchased from specified suppliers and are delivered according to agreed terms and conditions. An essential aspect of this role is seeking maximum value for the company through time and cost agreements. Performs a variety of responsible assignments associated with formal and informal purchasing, including entry-level buying, purchasing, reviewing and comparing vendor documents, vendor outreach, contract maintenance, and monitoring duties. Responsible for purchasing activities including but not limited to product research, price quotes, vendor selection, issuing purchase orders, shipping and billing documents, and contracting for and issuing work orders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Interfaces with Operations Manager to plan and prioritize purchasing activities. Reviews planned orders, create requisitions for purchased items, and manage approval process. Compile information and records to draw up purchase orders for procurement of materials and services.

1. Transmits and prioritizes approved purchase orders and supporting documents to supplier. Issuing purchase orders for all supplies to be ordered for the company.

1. Obtaining vendor pricing on all supplies and equipment to be ordered for the company. Determine potential cost savings of bulk purchasing. Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered.

1. Review submitted requisition orders to determine validity and reasonableness of requested supplies or equipment. Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.

1. Match requisition orders, shipping packing slips and invoices to determine appropriateness, pricing, and extension of cost of invoiced items. Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications. Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.

1. Tracks order acknowledgement, prepares and communicates shortage and backlog reports, and provides visibility of potential interruptions to internal customers.

1. Tracks orders and confirms system lead times, delivery dates, and costs. Reviews, updates, and maintains purchase orders until they are closed. Ensures orders adhere to supplier agreements and contracts; reports nonconformances.

1. Identifies opportunities and implements actions to achieve efficiencies. Contributes to consolidation, reduction, and rationalization of the local supplier base.

1. Obtain approval from CEO or CFO for non-recurring items prior to purchasing supplies.
2. Complete follow up on incorrect invoicing and returns to insure proper credits are received.

1. Code invoices to the appropriate General Ledger Account number prior to submission of invoices to Accounting Manager for processing. Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes.

1. Arrange vendor services for work orders for the requested equipment repairs. Determine most appropriate vendor for requested equipment repairs.

1. Communicate with clinic staff in regards to schedule of vendors for repairs to be made. Respond to staff and supplier inquiries about order status, changes, or cancellations.

1. On an annual basis perform bidding process for the following year to determine vendor selection for recurring items purchase.  Assist CEO and/or CFO in bidding process for any major renovations that may occur.

1. Assist in completion of all Monthly/Quarterly/Annual reconciliations and other required reporting as required by governing agencies. Assist CFO in completion of all annual cost reports, annual financial audit, annual UDS report, and any other required annual governmental reporting.

1. Monitor contractor performance, recommending contract modifications when necessary. Prepare invitation-of-bid forms, and mail forms to supplier firms or distribute forms for public posting.

1. Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors.

    

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