Procurement & Supply Specialist I

Texas Health and Human Services Commission; Kealakekua (HI); On-site; USD 52,000 - 75,000; Full time

Job summary

Kona Community Hospital in Hawaii is seeking a Procurement & Supply Specialist I to support purchasing, inventory, and contract management for the West Hawaii Region. The role involves coordination with vendors, data entry, and ensuring compliant procurement practices.

You will work with department managers, process purchase orders, maintain contract files, and assist in developing and executing procurement contracts. The position may require flexible hours to meet deadlines.

Qualifications

• Bachelor's degree required; education or experience matching large-scale procurement.
• Experience coordinating contracts, vendors, and staff in a public-sector environment preferred.
• Ability to write clear documentation and manage records for compliance.

Responsibilities

• Assist in developing and executing contracts for the West Hawaii Region.
• Maintain contract files and the web-based CMS with current documents.
• Process HHSC Purchase Requisitions and track approvals.
• Recommends purchase transactions within preset thresholds.
• Ensure procurement actions comply with HHSC policies and regulations.

Skills

Procurement

Contract management

Vendor coordination

Microsoft Office

Education

Bachelor's degree

Tools

Corporate Contract Management System

Purchase Requisition (PR) processing

Job description

Procurement & Supply Specialist I - 1088

Featured

HI:Big Island:Kealakekua:KONA COMMUNITY HOSPITAL | Permanent/Full-time

52,416 USD per year

Posted 2 days ago

Description

POSITION STATUS : 1.00 | Permanent

SALARY RANGE :BU13 | SR16

SALARY RATE: $52,416-$74,652 ( Annual Salary) based on the FTE

JOB DUTIES :

The function of the Purchasing and Stores unit is to coordinate, monitor, disburse, and standardize the procurement of supplies, equipment, and services necessary for the operation of the West Hawaii Region; maintain the inventories of supplies and equipment for KCH; account for the payment, disbursements, vouchers, and reports to the Fiscal Services Section for the West Hawaii Region.

The Procurement and Supply Specialist I plays a crucial role in supporting the day-to-day operations of the Purchasing and Stores unit. This position involves a variety of tasks, ranging from clerical duties such as data entry and record-keeping to more technical responsibilities, including processing purchase orders and managing inventory. The specialist works closely with department managers, administrative staff, and external vendors to develop, execute, and manage contracts for a wide range of goods, supplies, and services. The role requires flexibility, as it may involve working shifts, weekends, and holidays to ensure the smooth operation of procurement activities.

MAJOR DUTIES & RESPONSIBILITIES

A. Procurement Responsibilities

1. Assists the manager and works with a variety of vendors, requestors, physicians, department managers, and staff in the development and execution of contracts, agreements, and supplemental extensions as required for the West Hawaii Region. Assists with the writing of necessary documentation. Scans, copies, emails, mails, or faxes documents as needed.

2. Creates and updates contract files (Physical files and web-based Corporate Contract Management System) with current documents and assists Contract Managers with status report maintenance.

3. Works with the user or requester to complete the HHSC Purchase Requisition (PR) with supporting documentation. Tracks the approvals of PRs and supporting documentation for the West Hawaii Region and HHSC Corporate Contract Management Office.

4. Recommends purchase transactions within preset thresholds.

5. Analyzes results of formal bids and recommends award to the lowest bid and/or best value.

6. Researches a variety of goods and services for the West Hawaii Region, using formal and informal methods.

7. Utilizes online cost analysis tools and any other method available to conduct product evaluation and cost-effectiveness.

8. Advises department managers and administrative staff of appropriate procurement procedures required by the HHSC Procurement Policies and Procedures as they pertain to specific procurement actions.

9. Meets with vendors/contractors to discuss product/service specifications.

10.Keeps abreast of all Federal, State, and other regulatory agencies, laws, rules, and regulations that govern public procurement.

11.Is a liaison to all requestors, assisting in developing justification for sole source, exemptions, and/or emergency purchasing requirements and obtaining price quotes.

12.May be assigned to work in collaboration with department managers in the West Hawaii Region on specific projects.

13.Posts notices to the web-based Procurement Page.

14.Contacts Hospital Technical Representatives, vendors, and contractors for information, uses Microsoft Office Outlook Tasks and Calendar to ensure timely follow-up and completion of all necessary actions. If matters cannot be resolved, proactively escalates issues to cognizant Contract Managers.

15.Date stamps incoming mail for contract files, assists in the completion of contract routing forms as information and compliance documents are received.

16.Notifies appropriate Contract Managers when the file is complete and ready to be filed or if additional assistance with the file is necessary.

17.Ensures that contract documents are signed, notifies the appropriate contractor and/or administrative staff if documents are not complete.

B. Procurement Assistant

1. Participates in contract technical reviews, cost reviews, contract negotiations, and proposal and bid evaluations.

2. Coordinates with HHSC legal counsel in reviewing and analyzing the legal sufficiency of developing or pending contracts.

3. Participates in the development, preparation, and coordination of contract award documents.

C. Other Duties

1. Works cooperatively with other staff members, departments, and ancillary services and off-campus support services.

2. Assists as directed during emergencies (e.g., disasters, codes, etc.).

3. Participates in activities of the department, i.e., Joint Commission Readiness, Safety, Disaster, Performance Improvement, and Infection Control as required and assigned.

4. Attends and/or conducts meetings as required and participates on committees as directed.

5. Follows all West Hawaii Region, HHSC, and other governing agency policies and procedures.

6. Maintains strict confidentiality of all facility and facility-related employee and patient information.

7. Performs other related duties as assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

Other information:
Basic Education/Experience Requirement: Graduation from an accredited four (4) year college or university with a bachelor's degree.
Excess work experience as described under the Specialized Experience, below, or any other progressively responsible administrative, professional or analytical work experience which provided knowledge, skills and abilities comparable to those acquired in four (4) years of successful study while completing a college or university curriculum leading to a baccalaureate degree may be substituted on a year-for-year basis. To be acceptable, the experience must have been of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities. The education or experience background must also demonstrate the ability to write clear and comprehensive reports and other documents; read and interpret complex written material; and solve complex problems logically and systematically.
Specialized Experience: None required.
Supervisory Experience: