Purchasing Services Associate

Purchasing Services Associate

As the initial contact with the Purchasing Department, the Purchasing Services Associate must provide a welcoming greeting to all guests and visitors. The tasks consist of, but are not limited to, assisting to the receipt, scanning, and filing of purchase orders and placing orders as needed. Also, working closely with the Accounting Department to ensure they have the required documents to process payments timely.

Primary responsibilities include:

1. Working closely with Accounts Payable to ensure the invoices are paid in a timely manner.
2. Receiving, scanning, and filing purchase orders on a daily basis.
3. Assisting the department by placing orders as needed.
4. When creating purchase orders, ensuring items are accurately added to purchase orders. Examples include item description, general ledger code, units of measure, quantity, and pricing.
5. Ensuring appropriate approvals are present prior to placing all orders. Also, ensuring the Purchasing Manager or Supervisor review all purchase orders prior to submitting orders.
6. Attaching a signed printed order confirmation to each purchase order for all medication purchases.
7. Prior to ordering new medications for the Clinic, ensuring there is documented approval from the relevant Physician, the Business Office, and Nursing Administration.
8. Notifying the Purchasing Manager and the requestor of any issues such as: backorders, pricing, and stock inventory concerns.
9. Providing support at the vendor/pharmaceutical representative window.
10. Cross-training designated personnel on the Switchboard procedures as requested.
11. Following the Switchboard Emergency Flow Sheet for all emergency-related calls. Creating and sending messages accurately and timely, using the verbiage specified on the Switchboard Emergency Flow Sheet.
12. Either preparing or verifying the daily Physician On-Call schedule for the answering service. Ensuring the information is entered accurately in the web portal of the answering service, in order for the appropriate Physician to be able to handle any after-hours calls or emergencies.
13. Assisting the Switchboard Operators as needed, transferring inbound calls to the requested destination.
14. Answering all incoming calls with a cheerful and professional greeting (Good morning / afternoon, this is _______, how may I direct your call).
15. While working on the Switchboard, continuously monitoring the number of calls in queue and seeking additional help if the number of calls in queue exceeds 10 seconds.
16. Assisting with the creation/revision of departmental protocols as requested.
17. Searching for ways improvements could be made within the Department and sharing these ideas with department management.
18. Delivering mail and/or supplies as requested.
19. Serving as a backup to the Courier if needed.
20. Serving as a backup for ordering meals for Clinic meetings and ensuring they are delivered on time for the meetings.
21. Assisting Purchasing Manager with process improvements.
22. Maintaining a professional, clean, and safe work environment.
23. Ensuring that the Clinic complies with all state and federal regulations, as applicable to the areas of responsibility.
24. Adhering to the departmental procedures and the Clinic's Code of Conduct.
25. Performing all other duties as assigned.

Critical responsibilities include:

1. Maintaining a pleasant and cheerful tone of voice throughout the workday.
2. Ensuring purchase orders are scanned and filed in the order received.
3. Ensuring purchase orders are scanned and filed within one day of receipt.
4. Continually looking for areas of improvement and sharing ideas with Management.
5. Ensuring visitors and guests sign in before proceeding into the facility.
6. Accurately processing self-parking validations and submitting balanced reports daily to the Accounting Department.
7. Willingly taking on additional tasks as requested.

Background requirements include:

• High School Diploma or relevant experience.
• General office skills and knowledge of telephones.
• Ability to use a computer.
• Effective communication skills and ability to handle multiple tasks simultaneously.
• Ability to work as a team member and demonstrate positive customer service skills.

Skills and abilities include:

• Must have excellent communication skills, including written, oral, and listening.
• Must demonstrate excellent organizational skills.
• Must demonstrate excellent customer service and customer satisfaction skills.
• Must have excellent organizational skills along with the ability to multi-task.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality.
• Ability to establish and maintain effective working relationship with all Clinic personnel.

Physical and mental requirements include:

• Able to sit for long periods of time.
• Ability to speak and hear.
• Must be able to occasionally move supplies and boxes weighing up to 50 pounds throughout the Clinic.
• Must be able to perform repetitive motions of various types and degrees utilizing the arms and hands.
• Must be able to occasionally remain in a stationary position while sorting, bundling, and delivering mail.
• Ability to read, write, and use hands repetitively to finger, handle, feel, or operate computers and other standard office equipment.