Purchasing Assistant

SUMMARY:  

As the initial contact with the Purchasing Department, the Purchasing Services Associate must provide a welcoming greeting to all guests and visitors.  The tasks consist of, but are not limited to, assisting to the receival, scanning, and filing of purchase orders and placing orders as needed.  Also, working closely with the Accounting Department, to ensure they have the required documents to process payments timely.

DUTIES AND RESPONSIBILITIES:

Primary Responsibilities

1. 1. Work closely with Accounts Payable to ensure the invoices are paid in a timely manner.
   2. Receive, scan, and file purchase orders on a daily basis.
   3. Assist the department, by placing orders as needed.
   4. When creating purchase orders, ensure items are accurately added to purchase orders. Examples include item description, general ledger code, units of measure, quantity, and pricing.
   5. Ensure appropriate approvals are present prior to placing all orders. Also, ensure the Purchasing Manager or Supervisor review all purchase orders prior to submitting orders.
   6. Attach a signed printed order confirmation to each purchase order for all medication purchases.
   7. Prior to ordering new medications for the Clinic, ensure there is documented approval from the relevant Physician, the Business Office, and Nursing Administration.
   8. Notify the Purchasing Manager and the requestor of any issues such as: backorders, pricing, and stock inventory concerns.
   9. Provide support at the vendor/pharmaceutical representative window.
   10. Cross-train designated personnel on the Switchboard procedures as requested.
   11. Follow the Switchboard Emergency Flow Sheet for all emergency-related calls. Create and send messages accurately and timely, using the verbiage specified on the Switchboard Emergency Flow Sheet.
   12. Either prepare or verify the daily Physician On-Call schedule for the answering service. Ensure the information is entered accurately in the web portal of the answering service, in order for the appropriate Physician to be able to handle any after-hours calls or emergencies.
   13. Assist the Switchboard Operators as needed, transferring inbound calls to the requested destination.
   14. Answer all incoming calls with a cheerful and professional greeting (Good morning / afternoon, this is _______, how may I direct your call).
   15. While working on the Switchboard, continuously monitor the number of calls in queue and seek additional help if the number of calls in queue exceeds 10 seconds.
   16. Assist with the creation/revision of departmental protocols as requested.
   17. Search for ways improvements could be made within the Department and share these ideas with department management.
   18. Deliver mail and/or supplies as requested.
   19. Serve as a backup for ordering meals for Clinic meetings and ensure they are delivered on time for the meetings.
   20. Assist Purchasing Manager with process improvements.
   21. Maintain a professional, clean, and safe work environment.
   22. Ensure that the Clinic complies with all state and federal regulations, as applicable to the areas of responsibility.
   23. Adhere to the departmental procedures

BACKGROUND REQUIREMENTS:

     Education, Experience, and Knowledge

1. 1. • High School Diploma or relevant experience.
      • General office skills and knowledge of telephones.
      • Ability to use a computer.
      • Effective communication skills and ability to handle multiple tasks simultaneously.
      • Ability to work as a team member and demonstrate positive customer service skills.

     Skills and Abilities

1. 1. • Must have excellent communication skills, including written, oral, and listening.
      • Must demonstrate excellent organizational skills.
      • Must demonstrate excellent customer service and customer satisfaction skills.
      • Must have excellent organizational skills along with the ability to multi-task.
      • Ability to work independently with minimal supervision.
      • Ability to maintain confidentiality.
      • Ability to establish and maintain effective working relationship with all Clinic personnel.

     Physical and Mental Requirements

1. • Able to sit for long periods of time.
   • Ability to speak and hear.
   • Must be able to occasionally move supplies and boxes weighing up to 20 pounds throughout the Clinic.
   • Must be able to perform repetitive motions of various types and degrees utilizing the arms and hands.
   • Must be able to occasionally remain in a stationary position while sorting, bundling, and delivering mail.
   • Ability to read, write, and use hands repetitively to finger, handle, feel, or operate computers and other standard office equipment.
   res and the Clinic’s Code of Conduct.
2. Perform all other duties as assigned.

Critical Responsibilities

1. Maintain a pleasant and cheerful tone of voice throughout the workday.
2. Ensure purchase orders are scanned and filed in the order received.
3. Ensure purchase orders are scanned and filed within one day of receipt.
4. Continually look for areas of improvement and share ideas with Management.
5. Ensure visitors and guests sign in before proceeding into the facility.
6. Accurately process self-parking validations and submit balanced reports daily to the Accounting Department.
7. Willingly take on additional tasks as requested.