Position Summary Under moderate supervision, prepares, reviews, and tracks purchase orders for supplies and equipment for various assigned departments. Performs a variety of clerical support and data entry responsibilities related to Med Center Health’s supply chain management process. Minimum Qualifications Work Experience Two years of progressively responsible clerical experience including the use of Microsoft Excel and Word required.  Previous purchasing and/or material experience using a computerized inventory system strongly preferred.
Education High school graduate or equivalent preferred. Associate’s or Bachelor’s degree in business or related field may serve in lieu of required work experience.
Certifications/Licensure None required. Job Specific Performance Standards The duties listed below are a summary of the major essential functions of this position. The position may require other duties, both major and minor, that are not mentioned, and specific functions may change from time to time.
  Under the moderate direction of the Manager and/or Director, orders supplies and equipment for assigned departments according to established levels of usage. Follows up on outstanding orders, maintains standing orders with renewal dates, approves invoice changes or corrections, and in general takes care of problems relating to purchase orders. Utilizes the computerized inventory control and purchasing system. Places and processes completed purchase requests within 48 hours for electronic requests and 72 hours for paper requests. Notifies customers that pending orders are placed for all paper requests. Notifies customers of critical backorder situations within 24 hours of backorder notification. Processes all purchase orders capable of EDI by that method. Processes all other orders using a form of electronic transaction, including fax or vendor specific order entry system. Resolves invoice problems within 30 days of notification with the objective to confirm accurate pricing and prompt payment. Works with internal customers and external suppliers to enforce Supply Chain policies and procedures. Demonstrates standards of performance (ownership, teamwork, communication) that support patient satisfaction and service excellence. Assists/performs approved product evaluations, conversions, and standardization projects through each stage until completion of project as directed.  Converts requested items to the proper Premier or locally negotiated contract where appropriate to maintain contract compliance levels. Participates in activities that will broaden knowledge base and bring improvements to the value analysis process and cost reductions to the organization. Under moderate supervision organizes purchasing data into meaningful information to be used in planning and evaluation of strategic tactics.  Organizes purchasing data and identifies patterns that can be targeted for cost reduction. Communicates regularly with assigned departments, purchasing manager, department director, and other departments/individuals to ensure proper coordination of matters related to the purchasing duties. Provides departmental rounding at least quarterly to review departmental purchasing history, supply costs, special order trends and contracting. Maintains log of visits with shared performance and enhanced customer service opportunities to be reviewed with direct supervisor. Maintains interaction with assigned customers and promotes standardization or facilitation between purchasing and assigned customers by attending specific departmental meetings as necessary. Maintains the corporate facility item dictionaries according to established policy, including adding new numbers, inactivating old unused numbers, communicating procedure code information to IS, and entering/changing current contract information. May occasionally be required to run errands to obtain supply items.