Contract and Procurement Assistant (48193)

Position Summary:

Under general supervision of the Director of General Services, provides administrative support and performs complex secretarial and/or administrative purchasing-related tasks. Performs administrative work involving coordination of procurement activities, contract certification, contract files compliance and management. Works in administrative capacity doing such task as scheduling material purchases, supply chain purchases and deliveries and verifying current inventory, with set PAR levels. Uphold the principles of WIHCC’s Vision, Mission, and Value Statements. Maintains confidentiality of all privileged information at all times

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Maintains regular attendance, punctuality and continuous communication with team members.
• Assists the Director of General Services and Delegate in coordinating the contract and procurement process within budgetary limits.
• Drafts a variety of written correspondence to include e-mail, memoranda, letters, narratives, meeting minutes, and statistical reports.
• Advises user departments on purchase methods and alternate products and recommends substitutes.
• Solicits requests for quotations, information, qualifications, and bids from vendors.
• Assists with procurement planning, preparations, solicitation, and evaluation of proposals.
• Reviews approved requisitions and prepares purchase orders and send copies to suppliers and to departments originating requests.
• Determines if inventory quantities are sufficient for needs, ordering more materials when necessary; based on set PAR levels.
• Responds to customer and supplier inquiries about order status, changes, returns, or cancellations.
• Performs buying duties when necessary.
• Contacts suppliers and requestors in order to schedule or expedite deliveries and to resolve order disputes, returns, replacements, shortages, recalls, missed or late deliveries, and other problems.
• Reviews requisition orders in order to verify accuracy, quantity, terminology, and specifications.
• Prepares, maintains, and reviews purchasing files, reports, cost sheets, and price lists.
• Responsible for coordinating, managing and preparing relocation processes and working with Human Resources, Finance and other departments to facilitate timely relocation arrangements.
• Utilizes superior prioritization and organizational skills to meet deadlines and to keep both electronic and hard copy files easily accessible.
• Compares prices, specifications, and delivery dates to determine the best bid among potential suppliers.
• Tracks the status of requisitions, contracts, and orders.
• Calculates costs of orders, verifies charge accounts, and forward invoices to appropriate departments.
• Prepares contract closeouts, including preparing final invoice and closeout documents as required by the contract.
• Orders office supplies and other organizational/department purchases; business cards, etc.
• Performs as backup for Fleet Management processing as necessary.
• Works with accounts payable to resolve issues with invoices and pay vendors.
• Posts, balances, monitors, and reconciles internal department monthly ledgers, vendor receipts, and requisitions; tracks department monthly expenditures as needed.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Assists with Records/Files Management for departments and Divisions with both electronic and hard copy files easily accessible and retrievable.
• Provides front desk coverage while demonstrating high adaptability and willingness to participate in cross-training across adjacent department functions.
• Requires completion of tasks or duties assigned by a supervisor.
• Upholds all principles of confidentiality and patient care to the fullest extent.
• Adheres to all professional and ethical behavior standards of the healthcare industry.
• Adheres to WIHCCs Personnel Policies and Procedures, departmental policies, rules, and regulations.
• Interacts in an honest, trustworthy and dependable manner with patients, employees, visitors, and vendors.
• Possesses cultural awareness and sensitivity.
• Maintains compliance with all Human Resources requirements.
• Performs other duties as assigned.