Job Title: Purchasing Assistant
Department: Purchasing
Location: Administrative Services Building – Alamosa, CO
Job Classification: Part-Time
Pay Unit: Hourly

Pay Range: Hourly – Min: $15.00 – Max: $21.25 (based on qualifications and experience)

Benefits:

• Health, Dental, Vision Insurance, HRA, FSA, DCA, Retirement Plan
• Aflac – Group Accident, Group Critical Illness, Hospital
• MASA – Employer paid Air Ambulance Coverage
• Paid Leave: Vacation – 10 days accrued/year, Sick – 12 days accrued/year, Holidays – 9 days/year
• (Benefits after one year of employment.) Retirement Match, Employer paid Basic Life, LTD, STD

Job Summary:
Provide support and assist with all purchasing department functions; acquisition, storage, stocking and distribution of supplies, day to day operations and equipment for all VW sites.

Primary Duties & Responsibilities:
Step I:

• Create PO’s for all incoming requests (phone or email)
• Fill and maintain all travel requests
• Shopping for and purchasing designated materials and supplies
• Collate purchase orders and purchase requisitions to order materials, goods and supplies.
• Assist with procedures for department
• Participate in trainings
• Receiving all packing slips, invoices, receipts in a timely manner

Step II (in addition to Step I duties & responsibilities)

• Fill order requests from all VW sites Adding new items into NextGen’s CLICS inventory system

• Track the status of any orders.
• Ensure all purchases are delivered to locations in a timely manner
• Review deliveries against the orders.
• Review inventories and order as required.

• Rotate stock on a first in/first out basis to ensure stock is not expired
• Maintain records of receiving and fulfilling of the department transactions for cost centers
• Price any items requiring price tags

• Fill backorders in system

Step III (in addition to Step II duties & responsibilities):

• Maintain a written inventory of all fixed assets with equipment identification numbers assigned in accordance with company policy and federal guidelines.
• Taking expired items out of inventory and adjusting inventory
• Maintain inventory and par levels
• Coordinate product returns
• Coordinate repairs of equipment with Biomed
• Monitor that weekly supply orders are adequate
• Ensure the physical counts are updated immediately for clinics using the CLICS system.
• Help with Hazardous Waste Disposal

Step IV (in addition to Step III duties & responsibilities):

• Assist with and maintain purchasing department policies and procedures.
• Process requisitions and assist managers in preparing requisitions and special requests
  • Ensure that requisitions comply with purchasing policies and budget
  • Process capital requisitions according to policy
• Plan, organize, direct, coordinate and evaluate purchasing, receiving, distribution, storage and inventory control of supplies, equipment and fixed assets.
  • Maintain an inventory of stock items to insure that level is consistent with usage.
  • Develop product standardization among all clinic sites and programs
  • Ensure all equipment and supplies are delivered in a timely manner and appropriate documentation is given to accounts payable.
  • Assist in approval of purchase orders and verifying and authorizing payment of invoices.
  • Coordinate all product returns and repairs of equipment
• Interview vendors, review catalogs, statistical data and other sources to obtain information on possible purchases
  • Authorize price, specification and delivery date changes.
  • Arrange for replacement of defective items
• Provide administrative support to senior management in the form of reports, budgets, supply utilization analysis and capital expenditures.
• Oversee the day to day operations within the purchasing department
• Ensure Purchasing inventory is maintained properly
• Properly conduct inventory counts and product maintenance

• Oversee annual medical supply count
• Assembly all physical on-site reports and compile annual report for Finance Department.

• Maintain GL inventory systems

• Help provide training to Purchasing staff on proper use and implementation
• Maintain inventory in the system
• Ensure sites are being charged and receiving proper credits

• Anticipate surges/fluctuations in clinic needs (i.e Flu season) and order accordingly
• Help cost centers with adequate par levels when needed.

Must foster a culture of patient and family centered care, service, quality and safety excellence, while improving patient experience, employee experience and community relations.

Job Qualifications
Knowledge, skill and ability:

• Intermediate use of Microsoft Word, Excel, Outlook and management information systems.
• Provide effective and succinct verbal information that is appropriate for the target audience (e.g. Peers, professionals, patients, and/or caregivers)
• Provide effective and succinct written information that is appropriate for the target audience (e.g. peers, professionals, patients, and/or caregivers)
• Select effective communication strategies that optimize interactions between peers, professionals, patients, and/or caregivers
• Display verbal and non-verbal mannerism that promote empathetic, respectful, and compassionate communication
• Demonstrate caring, ethical, and professional behavior when interacting with peers, professionals, patients, and/or caregivers
• Respect and protect private, proprietary, and/or sensitive information
• Develop and maintain professional relationships with peers, professionals, patients, and/or caregivers
• Self-identify opportunities for growth in one's own performance
• Demonstrates self-motivation to improve performance
• Incorporates provided feedback into work

Experience:
Step I:

• 2 years of previous office experience
• Demonstrates ability to work effectively with people of diverse races, ethnicities, ages, and sexual orientations in a multicultural environment

Step II (in addition to level I requirements):

• Experience with electronic inventory systems required (Multiview preferred), spreadsheets, and other software systems is a plus
• Excellent verbal and written communication skills, including strong organizational, detail, interpersonal skills

Step III (in addition to level II requirements):

• Minimum 6 years of qualifying experience
• Advanced computer skills and experience with relevant software programs (e.g. Nextgen, PioneerRx). Must have advanced knowledge of Microsoft Office Products, particularly Excel

Step IV (in addition to level III requirements): Position must be open in order to advance

• 10 years of qualifying experience
• Must have strong administrative skills, in addition to being able to work with and supervise others, possess good judgment in appraising situations and making decisions, deal tactfully and effectively with the public, plan work and communicate effectively

Required Education: High School Diploma or Equivalent

Certifications:
Valid Driver’s License
Step IV (in addition to level III requirements): Hazard Waste Training Certification and maintain certification.
Requirements and Conditions:

• Drug screen is required
• Background check is required

Applications must be submitted by: Applications will be accepted until position is filled.

Valley-Wide Health Systems, Inc. is an Equal Opportunity Employer: We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.

Employee Rights Under the Family and Medical Leave Act (FMLA)