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at Pacific Clinics
Provides leadership and proactive support while managing buying and vendor services operations for Pacific Clinics. This position is accountable for the quality of goods and efficient and effective services provided by contract vendors, self and purchasing staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Directly supervises the day to day activities of the purchasing department in order to maintain an efficient and timely flow of assigned tasks.
- Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
- Reviews requisitions, contracts and purchase orders; the content to include materials, equipment, and service costs, scope of work, performance requirements, and delivery schedule.
- Oversees the preparation of purchase orders from approved requisitions to receipt of goods/services. Ensures that all orders are placed, received and closed in the electronic purchasing system (Sage 500) in a timely manner. Administers and monitors the on-line purchasing activities.
- Supervises the daily purchasing activities including the fiscal year end closing to ensure adherence and compliance to the Agency’s purchasing and expenditure policies and guidelines.
- Prepares weekly/monthly department reports measuring productivity and capturing unfulfilled orders. Assists in developing and implementing new report initiatives, procedures and processes to increase productivity, improve efficiencies and maintain best procurement business process.
- Prepares invitations for Bids and posts public notices as applicable. Coordinates and manages pre-bid conferences with vendors.
- Responds to departmental and vendor inquires including other concerns that may arise regarding purchasing-related issues.
- Oversees the vendor selection and on-boarding process, maintenance of the vendor list and vendor catalog items.
- Tracks vendor performance and communicate vendor performance feedback.
- Maintains awareness of product innovations, conditions of market, and emerging trends and recommend vendors/products/services, in alignment with Pacific Clinics’ purchasing guidelines.
- Supervises, coaches and trains the purchasing staff. Monitors attendance and performance and ensures timely submission timesheets, performance reviews, new hire and termination paperwork and other employee status changes within the department including informing HR of employee leaves of absence, work-related injuries, employee incidents and other employees’ work-related issues and concerns.
- Models professionalism by maintaining effective working relationships with employees and vendors, following all policies and procedures and approaching challenges with a proactive and positive attitude.
- Leads the Purchasing team on problem resolution and reports to the Director of Purchasing any discrepancies or deviation from the organization’s procedures for immediate action.
- Oversees the asset inventory process which includes the addition/update of assets in the inventory system, including the annual reconciliation/audit of inventory using the Wasp Inventory System.
- Attends and participates in staff meetings to provide input towards development and staff training.
- Adheres to Pacific Clinics’ policies and procedures and exhibits commitment to the highest standards of ethical, professional and personal conduct.
- Contributes to the implementation of new system(s). Monitors and manages information from various electronic systems (e.g., Sage, Wasp, etc) to verify accuracy of orders, inventory and service deliveries.
- Oversees the maintenance and updates of all Safety Data Sheets documentation.
- Ensures the timely submission of all performance appraisals, new hire and termination paperwork and other employee status changes within the division including informing HR of employee leaves of absence, work-related injuries and employee incidents.
- Reports to work on time and maintains reliable and regular attendance.
- Models Pacific clinics’ approach, mission and core values in all communication and correspondence.
- Communicates effectively in a competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.
- Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Supervise employees and perform supervisor responsibilities in accordance with the Clinics’ policies, procedures and practices.
Initiate and maintain professional interactions and communication with Clinics’ employees and/or others.
Position works as part of a multidisciplinary team and interacts with all levels of organizational staff and management; outside auditors and/or Agency vendors.
- Communication – Effectively and consistently communicates contract and compliance directives to staff. Encourages interactive discussions and maintains an open-door policy. Ensures that all staff within the program are properly educated and informed about matters relating to the Agency, program, and division.
- Relationships and Attitude – Models professionalism by maintaining effective working relationships, following all policies and procedures and approaching challenges with a proactive and positive attitude. Also develops strong, trusted relationships with colleagues and customers.
- Attendance –Models good attendance by adhering to their regular work schedule and at times working additional or varied hours to accommodate workflow.
- Problem Solving – Ability to analyze problems and implement acceptable solutions.
- Confidentiality - Maintains the confidentiality of all business documents and correspondence.
- Staff Development - Identifies opportunities to cultivate leadership among all staff, including developing and enhancing mentoring and communications systems to coordinate the promotion of shared learning and best practices among managers.
EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:
- Bachelors degree from an accredited college or university in Business Administration, Finance or other related field is required, additional work experience may be substituted for a degree.
- Must possess strong supervisory skills with minimum of 2 years supervisory experience.
- Work experience in procurement and knowledge of accounting principles such as invoice reconciliation, budget and cost allocations.
- Excellent computer skills and demonstrated ability to work with Word, Excel, PowerPoint and Sage 500 a plus.
- Ability to analyze product/service requirements, interpret market prices and trends, and apply interpretations to procurement problems.
- Ability to work independently with above average planning and organizational skills.
- Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations.
- Ability to write general reports, business correspondence and employee performance reviews.
- Must be able to drive to/from other PC locations to attend vendor/site meetings.
- Strong ability to identify and solve problems in and out of immediate work area.
- Ability to effectively present information and respond to questions from groups of managers, employees, vendors and/or the general public.
- Communicate effectively and promote favorable interaction with managers, co-workers and others.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.
While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate. Community outreach is also required.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
A review of this description has excluded the marginal functions of the position that are incidental to job performance of the fundamental job duties. All duties and requirements are essential job functions.