Purchasing and Inventory Management Coordinator Float – Orange County (Healthcare)

Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Purchasing and Inventory Management Coordinator Float – Orange County in Anaheim, CA.

The purpose of the Purchasing and Inventory Coordinator Float position is to provide a wide variety of administrative support to the Purchasing, Finance Department, and Health Center operations. The Purchasing and Inventory Coordinator Float coordinates the requisition, purchase, inventory movement, medical service support and accounting. Maintains a variety of records concerning purchases, invoices, packing slips and provides internal and external customer support. In addition, this role will assist with variety of purchasing projects/tasks, expedite vendor shipments, and facilitate transfers and returns. This float position will travel as assigned to various health centers throughout Orange and/or San Bernardino counties for inventory and order management and other tasks as needed.

 

At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:

• A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability. 
• Benefits coverage starts after one full month of employment!
• Generous vacation, sick, and holiday benefits!
• Generous 401(k) matching contributions and more!
• To view our detailed benefits guide, please visit our career site at www.pposbccareers.org

Responsibilities

Essential Functions: Essential functions encompass the required tasks, duties and responsibilities performed as part of the job and the reason the job exists.

 

Purchasing

• Assists in creating purchase orders for purchases in Inventory Management System.
• Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
• Collaborates with other departments for the purpose of the purchase of medications.
• Monitors and follows-up on purchase orders from inception to delivery of goods and services.
• Maintains accurate records of all purchases.
• Assists health centers and departments to manage open purchase orders and to reconcile receiving discrepancies.
• Assists/processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
• Consolidates and files all packing slips from all health centers and internal departments.
• Researches variety of issues (e.g. order status, purchase order tracking, etc).

Inventory Management

• Maintains inventory system:

• • Vendor and sku management coordination.
  • Performs all purchasing functions, such as PO management, invoice creation, pricing verification, etc...
  • Assist to manage inventory location.
  • Coordinates to maintain database accuracy
  • Monitors and manage usage adjustment.
  • Becomes subject matter of inventory system.
  • Performs all other tasks as needed basis. 

• Assists and manages Health Center med room inventory control, including but not limited to inventory level verification, expiratory management, transfers, return and adjustments, etc...
• Performs daily, weekly, quarter end, and year end physical counts.
• Collaborates with health center and purchasing team to support medical supplies and equipment order issues and projects.
• Reviews any medications that may be on allocation/shortage/backorder or are being replaced and updates management of status and any need for transfer, if applicable.
• Medication depletion reports should be updated after usage/counts are submitted on a weekly basis.
• Requests additional information from other suppliers if availability changes and communicates with purchasing management team.
• Maintains and organizes Purchasing Storage
• Supports medical services and medical equipment maintenance as instructed
• Ensure month-end closing requirements are fulfilled by working with finance team.
• Works with accounting department to resolve inventory discrepancies.
• Assists with identifying, developing and recommending best inventory processes and procedures.
• Reports and obtains replacements for failed IUD, Implant and/or defeated supplies/equipment from vendor/manufacturer.

Accounts Payable

• Assists in receiving orders for payment in procurement/inventory management & AP system.
• Scans/uploads invoice and order/invoice correspondences to procurement/inventory management & AP system under Purchasing & Accounts Payable module.
• Coordinates with departments and health centers for invoice approval and discrepancy verification.
• Maintains and reviews paperwork and invoices submitted for accuracy;
• Assists to provide purchase orders, vouchers with receiving slips and invoices to AP on a timely basis.

Non-Essential Functions:

• Other duties as assigned.

CORE COMPETENCIES – WE CARE:

• Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service.  Handles problems quickly and efficiently.  Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
• Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others' voices, creating spaces for honest conversation, and listening without judgment.  Values and uplifts our collective diversity within in our agency.
• Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality.  Follows all policies and laws that protect private & privileged information.
• Accessible: Is available and approachable to others, open-minded, fair and non-defensive.  Appreciates constructive feedback and is a team player.  Demonstrates good listening skills.
• Respectful:  Values diversity and treats everyone with dignity and courtesy.  Dependable and courteous of other people's time and commitments.
• Empathetic: Demonstrates interest and understanding in other people's feelings, attitudes and reasoning.  Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Minimum Education:

• High School Diploma or completion of GED required.
• Some college preferred.

 

Minimum Work Experience:

• Minimum of 3 years purchasing or inventory management experience required.
• Previous buying & accounting experience preferred.

 Other Requirements:

• Proficient in Excel and Word at an advanced level.
• Ability to work independently and take initiative.
• Accuracy with detailed math work.
• Ability to handle varied tasks simultaneously and work well under pressure.
• Must be able to meet Agency attendance standards.
• Ability to maintain confidentiality at all times.
• Strong organizational skills.
• Strong attention to detail.

Agency Standard Requirements:

• Strong commitment to quality healthcare and excellent customer service is required.
• Must thrive in a fast paced, rigorous environment with changing priorities.
• Ability to meet deadlines and work under pressure.
• Must demonstrate high level computer skills including; Microsoft Word, Excel and Outlook. Electronic medical records experience may also be required.
• This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver's license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.
• Abortion patients are cared for at each of our health centers and in part through the administrative, support, and other non-clinical services provided at all PPOSBC locations and by all PPOSBC employees, and supporting these critical services is an essential job duty and fundamental responsibility of all employees.