Purchasing Specialist

Tulsa Health Department; United States; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan

Flexible spending accounts

Job summary

Tulsa Health Department seeks a Purchasing Specialist to facilitate purchases for TCCHD programs. You will review and approve orders, ensure policy compliance, and coordinate with vendors on availability, pricing, and delivery.

The role emphasizes inventory awareness, bid processes, and interdepartmental collaboration to support public health initiatives. Applicants should have an associate degree in a related field and at least three years of purchasing experience, with strong communication and

Qualifications

• Associate degree in business, accounting, or materials management preferred.
• Three or more years of purchasing experience is required.
• Knowledge of sources of supplies, markets, and price trends.
• Ability to communicate effectively while serving multiple programs.
• Ability to follow established policies and procedures.
• Working knowledge of MS Word and Excel.

Responsibilities

• Reviews, approves, and places orders for requisitioned purchases.
• Ensures compliance with State, County and TCCHD purchasing policies.
• Confers with vendors, sales representatives, and suppliers regarding availability, delivery times, billing prices, and shipping charges.
• Follows up on backorders and tracks supplies received.
• Reviews catalogs and purchasing manuals to determine favorable sources of supply and quality.
• Participates in crafting bid specifications, invitations, and evaluation of bids.

Skills

Purchasing experience

Vendor management

Communication skills

Interpersonal skills

Problem solving

MS Word

Excel

Education

Associate’s degree in business or related field

Tools

Inventory systems

MS Word

Excel

Job description

Tulsa Health Department is actively seeking dedicated individuals passionate about making a positive impact on their community. Join us in improving the health and overall well-being of every resident in Tulsa County.

POSITION SUMMARY

The Purchasing Specialist is primarily responsible for facilitating purchases on behalf of Tulsa City-County Health Department (TCCHD) programs.

PRINCIPAL DUTIES/RESPONSIBILITIES

The following functions represent the majority of the duties performed by the position but is not meant to be all-inclusive or prevent other duties from being assigned when necessary.

ESSENTIAL JOB FUNCTIONS

• Reviews, approves, and places orders for requisitioned purchases;
• ensures compliance with State, County and TCCHD purchasing policies;
• Confers with vendors, sales representatives, and suppliers regarding availability of supplies and equipment, delivery times, billing prices, shipping charges, or special problems related to the purchase;
• Follows up on backorders, supplies not received, incorrect supplies received, and over and under charges; and tracks supplies received but unable to locate;
• Reviews catalogs, trade publications, and purchasing manuals in order to determine the most favorable sources of supply and quality for purchased materials;
• Appraises relative quality of the items or services to be purchased to ensure compliance with purchase specifications;
• Provides advice to requestors and approvers regarding best practices and available vendors for goods and services procurement specific to their program;
• Maintains list of active suppliers and maintains purchasing files and reports;
• Responsible for coordinating office supply orders for TCCHD programs;
• Working knowledge of inventory management systems;
• Understands appropriate sole-source designations for vendors within government procurement processes;
• Participates in crafting bid specifications, preparation and distribution of bid invitations and evaluation of bids prior to agency award recommendations;
• Completes required training in support of duties and responsibilities of this position;
• Other duties as assigned including those required to fulfill activities in support of public health emergency operations.

QUALIFICATIONS/SPECIFICATIONS

• Education: Associate’s degree in business, accounting, or materials management preferred.
• Experience: Three or more years of purchasing experience is required.
• Knowledge and Skills: Knowledge of sources of supplies, markets, and price trends.
• Ability and willingness to establish and maintain effective working relationships with vendors, other employees and the general public.
• Ability and willingness to follow established policies and procedures.
• Ability to communicate effectively while serving multiple programs.
• Ability to apply effective reasoning techniques when interpreting purchasing statutes.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Good interpersonal, customer service, multi-task, and satisfaction-oriented skills.
• Composition of clear, concise correspondence and documents.
• Working knowledge of MS Word and Excel.
• Understanding of financial accounting systems, billing systems, reporting tools, and related procedures and software used for recording and reporting business transactions.
• Licenses/Certifications: None required. CPO preferred (OK State Certified Procurement Officer).

INTERNAL AND EXTERNAL WORKING RELATIONSHIPS

Frequent internal contact with personnel at all levels in the purchase of goods and services. Frequent external contact with vendors regarding purchases and orders.

PHYSICAL EFFORT

• Must be able to lift materials, boxes of records and equipment weighing up to 25-30 pounds.
• Some stooping, bending and squatting may be required when retrieving files.
• Sitting for periods of time, up to 3 hours.
• Repetitive hand motions associated with using a computer, keyboard, mouse and telephone.

SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY

• Direct Supervision – None.
• Indirect Supervision – None.
• Budget/Money/Material – No direct accountability. Recommends the purchase of multi-million dollars in goods and services per year.
• Reports to – Senior Accountant, Supervisor.

WORKING CONDITIONS

Working conditions are those associated with working in an office environment within a building with public access. Regular exposure to indoor lights, office equipment noise, frequent interruptions and regular interaction with external and internal customers.

SPECIAL REQUIREMENTS

Must maintain THD record confidentiality according to HIPAA regulations.

FLSA Status

Exempt

Benefits

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, and paid time off. Part‑time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro‑rated basis. See below for more details or visit our benefit page Benefits | Tulsa Health Department (tulsa-health.org):

Competitive Salary Paid Holidays (typically 13 days per calendar year + 2 floating holidays) Paid Time Off (PTO) 20 hours per month Cost of Living Adjustments (COLAs) Retirement Pension Fund with a 5-year vesting period. (THD contributes 15.2% while the employee contributes 3.5% of monthly salary) Investment Benefits (e.g., 401A Employer/Employee Matching Fund (max. $150 per month), 457 Deferred Compensation Plan). Extended Sick Leave (ESL) Health Insurance Dental Insurance Vision Insurance Group Life Insurance and Supplemental Life Insurance Accidental Death and Dismemberment Insurance Short- and Long-Term Disability Insurance Critical Illness Care Plan including Cancer* Accident Plan Hospitalization Plan Supplemental and Whole Life Plans Legal and Identity Theft Protection Plans Public Service Loan Forgiveness Post Employment Health Plan (PEHP) - employer contributes 1% of the employee’s salary per year and unused employee sick leave is transferred to PEHP account upon retirement Employee Assistance Program Working 4 Balance - Workplace Wellness Program Promotional Opportunities Flex Plan Tulsa Municipal Employees Federal Credit Union THD employment qualifies for nursing education loan repayment through the NURSE Corps Loan Repayment Program.

The Tulsa Health Department’s mission is to protect and support Tulsa County communities in pursuit of their health goals with a vision that all communities will meet those goals. Choosing a career in public health is a way to make lives better for your community, your neighbor, your family and yourself while also receiving ongoing education opportunities and excellent benefits.