PURCHASING ADMINISTRATOR (50075585)

Job Role Summary

Carries out specified activities in support of the purchasing function for Headquarters and Public Health. Performs a variety of Purchasing duties. Work can be complex and diversified. Moderate analytical ability is utilized to gather and interpret overall purchasing requirements. This position will issue purchase orders and monitor product and supplier performance.

Essential Duties

• Orders supplies and other materials for HQ and MCPHD
• Prepares requisitions for Purchasing Department
• Maintains electronic purchase order in SAP and bid package files in Ariba
• Deadline pressure situations exists on a routine basis
• Approves purchase requisitions from all Headquarters and Public Health departments
• Reviews each purchase requisition for validity of formal information, description, supporting documentation and approval(s) Clarifies questions with requesting departments
• Contacts vendors for price verification; to check order status; and to resolve problems with shipping and receipt of goods or service
• Issues purchase orders ensuring that all comply with applicable policies, laws, and regulations.
• Communicates with departments regarding status of purchase orders and responds to purchase order follow-up requests
• Facilitates transmission of purchase orders to vendors
• Attends minority business functions to increase minority vendor participation
• Facilitates other vendor communications as needed.
• Posts (daily) requisitions to the HHC Purchasing department website
• Ensures that procurement activity is accomplished in an ethical, legal, efficient, and competitive manner
• Close working relationship with the accounting department regarding encumbrances, general ledger accounts and payment facilitation, when necessary
• Establishes and maintains working relationships with personnel and vendors
• Serves as a point of contact for corporation personnel and outside contacts regarding procedural and related procurement process questions
• Educates internal customers and provide support to departments in completing requisitions and understanding the purchasing process
• Prioritizes workload to meet the procurement needs of the corporation.

Associated Job Duties

• Basic knowledge of supply/purchasing functions and techniques
• Good communication skills necessary for vendor/departmental contacts
• Typing skills essential; aptitude for numerical work, and attention to details
• Ability to use office equipment – copier, scanner, computer
• Ability to be trained and gain a thorough working knowledge of personal computer applications operations
• Must be able to maintain confidentiality of information: bid quotations/information; bid bonds and certified checks; and release public information at appropriate times and under guidelines established by State law
• Must exhibit highest degree of integrity, honesty, and sincerity in execution of work responsibilities
• Duties performed in an office setting which has high visibility. Professional presentation and appearance are required
• Performs other job duties as assigned
• Employee will be responsible for supervising compliance with applicable laws and policies relating to purchasing function when other departments are involved. Types and distributes reports, correspondence, minutes, and other documents for the Purchasing Department

Qualifications

Education/Licensure/Certifications/Experience:

• Completion of high school education with at least 3 years of experience in purchasing or a B.S. degree in business or related field preferred.
• Procurement experience in the public sector a plus

Knowledge, Skills & Abilities

• Excellent verbal and written skills for communicating with departments and vendors. Situations will occur which may be controversial involving and requiring considerable tact and diplomacy in maintaining effective working relationships both inside and outside of the Health and Hospital Corporation’s setting
• Above average mathematical skills to interpret diverse and complicated data pertaining to purchases
• Thorough knowledge of basic procurement practices and procedures
• Thorough knowledge of electronic Purchasing module
• Knowledgeable regarding applicable laws related to purchasing.
• Must be able to prioritize work; know when assistance is needed

Working Environment

• Standard work environment
• Prolonged periods sitting at a desk and working on a computer
• May be required to attend meetings or perform work remote from HQ