Contract and Procurement Assistant (48193)

Winslow Indian Health Care Center, Inc.; United States; On-site; USD 45,000 - 60,000; Full time

Job summary

Winslow Indian Health Care Center, Inc. is seeking an administrative professional to provide support to the Director of General Services, including procurement coordination, contract files management, and secretarial tasks.

The role involves coordinating purchases, maintaining PAR levels, preparing reports, and assisting with relocation processes in a healthcare setting, while upholding confidentiality and ethics across departments.

Qualifications

• High school or GED required; Associate degree preferred.
• 6 months to 1 year of clerical administration, procurement or contracting experience.
• Bilingual English and Navajo preferred; valid driver's license; background check required.

Responsibilities

• Coordinate contract and procurement processes within budget.
• Draft correspondence, meeting minutes and reports.
• Solicit quotes and bids from vendors; evaluate proposals.
• Maintain purchase orders and verify inventory against PAR levels.
• Assist relocation coordination with HR and finance.
• Ensure confidentiality and professional conduct.

Skills

Administrative support

Procurement

Contract management

Microsoft Office

Oracle

Education

High School or GED equivalency

Associate degree or 40-60 college credits in Business Administration

Tools

Oracle or other management software

Job description

Position Summary:

Under general supervision of the Director of General Services, provides administrative support and performs complex secretarial and/or administrative purchasing-related tasks. Performs administrative work involving coordination of procurement activities, contract certification, contract files compliance and management. Works in administrative capacity doing such task as scheduling material purchases, supply chain purchases and deliveries and verifying current inventory, with set PAR levels. Uphold the principles of WIHCCs Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance, punctuality and continuous communication with team members.
• Assists the Director of General Services and Delegate in coordinating the contract and procurement process within budgetary limits.
• Drafts a variety of written correspondence to include e-mail, memoranda, letters, narratives, meeting minutes, and statistical reports.
• Advises user departments on purchase methods and alternate products and recommends substitutes.
• Solicits requests for quotations, information, qualifications, and bids from vendors.
• Assists with procurement planning, preparations, solicitation, and evaluation of proposals.
• Reviews approved requisitions and prepares purchase orders and send copies to suppliers and to departments originating requests.
• Determines if inventory quantities are sufficient for needs, ordering more materials when necessary; based on set PAR levels.
• Responds to customer and supplier inquiries about order status, changes, returns, or cancellations.
• Performs buying duties when necessary.
• Contacts suppliers and requestors in order to schedule or expedite deliveries and to resolve order disputes, returns, replacements, shortages, recalls, missed or late deliveries, and other problems.
• Reviews requisition orders in order to verify accuracy, quantity, terminology, and specifications.
• Prepares, maintains, and reviews purchasing files, reports, cost sheets, and price lists.
• Responsible for coordinating, managing and preparing relocation processes and working with Human Resources, Finance and other departments to facilitate timely relocation arrangements.
• Utilizes superior prioritization and organizational skills to meet deadlines and to keep both electronic and hard copy files easily accessible.
• Compares prices, specifications, and delivery dates to determine the best bid among potential suppliers.
• Tracks the status of requisitions, contracts, and orders.
• Calculates costs of orders, verifies charge accounts, and forward invoices to appropriate departments.
• Prepares contract closeouts, including preparing final invoice and closeout documents as required by the contract.
• Orders office supplies and other organizational/department purchases; business cards, etc.
• Performs as backup for Fleet Management processing as necessary.
• Works with accounts payable to resolve issues with invoices and pay vendors.
• Posts, balances, monitors, and reconciles internal department monthly ledgers, vendor receipts, and requisitions; tracks department monthly expenditures as needed.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Assists with Records/Files Management for departments and Divisions with both electronic and hard copy files easily accessible and retrievable.
• Provides front desk coverage while demonstrating high adaptability and willingness to participate in cross-training across adjacent department functions.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications:

High School or GED equivalency required. Associate of Arts/Science degree, or 40-60 college credit hours in Business Administration preferred. At least six months to one year experience in clerical administration, procurement and contracting or specialized training required. Bilingual skills in English and Navajo language preferred. Must maintain a valid unrestricted and insurable drivers license. Must successfully pass a background investigation and maintain suitable requirements for a Child Care position. This position is considered as a Child Care position, which requires a satisfactory background check investigation and is subject to the requirements of the Indian Child Protection and Family Violence Prevention Act, as amended (henceforth referred as the ICPFVP Act).

Knowledge, Skills, Ability

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedure and terminology.
• Knowledge of principles and processes for providing customer services.
• Knowledge of MS Windows and MS Office Suite: Excel, Word, Outlook, PowerPoint, etc.
• Knowledge of Oracle or other management software applications to track financial, human, and technical information
• Knowledge of strong work ethics in the workplace.
• Knowledge of basic application of confidentiality.
• Ability to perform basic mathematical procedures, including computing interest, percentages, discount and unit prices.
• Ability to work accurately with business/purchasing/contractual transactions.
• Ability to analyze bids.
• Ability to understand and follow instructions and procedures.
• Ability to work independently and in a team setting.
• Ability to be dependable in attendance and job performance.
• Ability to meet attendance, overtime (if necessary), and other reliability requirements of the job.
• Ability to produce quality work that ensures accuracy and completeness in required documents.
• Ability to accept and learn from feedback.
• Ability to communicate effectively both verbally and in writing.
• Ability to provide exemplary customer service at all times.
• Ability to interact positively with others and possess great interpersonal skills.
• Ability to multitask and perform well under pressure.
• Ability to have self-confidence.
• Ability to be a great team player.
• Ability to accept and learn from supervisor/peer critique.
• Ability to be flexible and adaptable to the changing needs of the organization.

Physical Demands:

While performing the duties of this job, the employee regularly is required to walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee frequently is required to taste or smell. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is performed in an office setting or outdoor work environment with a moderate noise level. Work environment may involve exposure to physical risks, such as blood borne pathogens and operating dangerous equipment or working with chemicals. Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.

As required by P.L. 93-638, absolute preference will be given to qualified Navajo applicants. If there is no qualified Navajo applicant, preference will be given to qualified American Indian applicants.