Purchasing Specialist - SSO Supply Chain Mgt. - USA Health Shared Services

USA Health Systems; Mobile (AL); On-site; USD 42,000 - 64,000; Full time

Job summary

USA Health seeks a knowledgeable Purchasing Specialist to support material, supply, and equipment procurement for the health system across Mobile facilities. You will generate purchase orders, manage vendor communications, and help maintain catalogs and contract compliance while preventing stock-outs.

Responsibilities include reviewing requisitions, ensuring accuracy, training staff, solving vendor issues, and assisting Accounts Payable to ensure timely payments.

Qualifications

• Requires high school diploma or equivalent with 4 years related experience.
• A Bachelor's Degree may substitute for the required experience.
• A combination of education and experience may substitute for the above requirements.

Responsibilities

• Assist with purchasing materials, supplies, and equipment for health system use.
• Handle complex vendor issues, including standing orders and blanket Purchase Orders
• Assist in training new staff and orienting them
• Review requisitions for completeness and appropriateness
• Return incomplete requisitions to the originating department with an explanation
• Review items being ordered for contract adherence and standardization
• Generate purchase orders in health system materials management system
• Transmit/communicate all purchase orders generated to the appropriate vendor, confirm receipt, and address exceptions
• Assist with expedition of orders to prevent stock-outs by reviewing and working the daily stock-out report, reviewing and working open PO report weekly, and obtaining substitute products as necessary
• Maintains the Item catalog within the materials management system
• Maintains familiarity with GPO contracts for their vendors and is a reliable source for product information and GPO contracts
• Consults and acts as a resource to department personnel to resolve discrepancies or assist them in preparing requisitions for special orders and determine the quality, effectiveness, and durability of products purchased
• Works with Accounts Payable to ensure vendor payment terms are met and credits are being processed
• Works with Receiving on receipt issues
• Acts quickly to address vendors not including required information such as packing slips or references to purchase order number
• Meets target metrics for invoice exceptions, open purchase orders, and purchase order confirmations
• Assists clinics with pharmaceutical orders and maintains familiarity with pharmaceuticals
• Recommend substitutes and coordinates vaccine purchases
• Communicates and uses appropriate customer relation skills with vendors, healthcare team and staff in person, over the telephone, and via email correspondence
• Maintains accurate and complete records to include: Purchase Orders, requisitions, quotes, and contracts
• Assists with maintaining office filing system
• Maintains back order spreadsheet for assigned vendors
• Completes all mandatory department and health system educational requirements
• Utilizes cost effective practices in performing all aspects of the job
• Adheres to current infection control and safety standards
• Adheres to polices including confidentiality
• Adheres to alt HIPAA compliance protocols ensuring patient health information is protected
• Regular and prompt attendance
• Ability to work schedule as defined and additional hours as required
• Related duties as required.
• Completes all mandatory department, educational and hospital requirements
• Adheres to current Infection Control and Safety Standards
• Regular and prompt attendance
• Ability to work schedule as defined and overtime as required
• Related duties as assigned

Education

High School Diploma or equivalent and 4 years directly related experience

Bachelor's Degree from an accredited institution substitute for the required experience

Comparable combination of education and experience may substitute for the above requirements

Job description

Overview

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community. USA Health is changing how medical care, education, and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists, and researchers provides the region's most advanced medicine at multiple facilities, campuses, clinics, and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall well-being of our community.

Responsibilities

• Assists with the administering and directing of programs to purchase materials, supplies, and equipment for health system use according to defined purchasing procedures
• Handles complex vendor issues to include standing orders and blanket Purchase Orders
• Assists in training/orienting new staff
• Reviews all purchase requisitions for completeness and appropriateness
• Returns incomplete/inappropriate requisitions to the originating department with an explanation
• Reviews items being ordered for contract adherence and standardization
• Routes completed, appropriate requisitions for purchase order generation
• Generates purchase orders in health system materials management system
• Transmits/communicates all purchase orders generated to the appropriate vendor, confirms receipt, and addresses exceptions
• Assists with expedition of orders to prevent stock-outs by reviewing and working the daily stock-out report, reviewing and working open PO report weekly, and obtaining substitute products as necessary
• Maintains the Item catalog within the materials management system
• Maintains familiarity with GPO contracts for their vendors and is a reliable source for product information and GPO contracts
• Consults and acts as a resource to department personnel to resolve discrepancies or assist them in preparing requisitions for special orders and determine the quality, effectiveness, and durability of products purchased
• Works with Accounts Payable to ensure vendor payment terms are met and credits are being processed
• Works with Receiving on receipt issues
• Acts quickly to address vendors not including required information such as packing slips or references to purchase order number
• Meets target metrics for invoice exceptions, open purchase orders, and purchase order confirmations
• Assists clinics with pharmaceutical orders and maintains familiarity with pharmaceuticals
• Recommend substitutes and coordinates vaccine purchases
• Communicates and uses appropriate customer relation skills with vendors, healthcare team and staff in person, over the telephone, and via email correspondence
• Maintains accurate and complete records to include: Purchase Orders, requisitions, quotes, and contracts
• Assists with maintaining office filing system
• Maintains back order spreadsheet for assigned vendors
• Completes all mandatory department and health system educational requirements
• Utilizes cost effective practices in performing all aspects of the job
• Adheres to current infection control and safety standards
• Adheres to polices including confidentiality
• Adheres to alt HIPAA compliance protocols ensuring patient health information is protected
• Regular and prompt attendance
• Ability to work schedule as defined and additional hours as required
• Related duties as required.
• Completes all mandatory department, educational and hospital requirements
• Adheres to current Infection Control and Safety Standards
• Regular and prompt attendance
• Ability to work schedule as defined and overtime as required
• Related duties as assigned

Additional Information

Employees must be in a regular position, working 20 hours or more per week (.50 FTE or greater) to qualify for benefits.

Qualifications

• High School Diploma or equivalent and 4 years directly related experience Required OR
• Bachelor's Degree from an accredited institution as approved and accepted by the University of South Alabama will substitute for the required experience Required
• Comparable combination of education and experience may substitute for the above requirements.