Job Information
Richmond Community Services Purchasing Coordinator in Yonkers, New York
Summary of Position: Under the direction of the Facilities Director, the Purchasing Coordinator is responsible to ensure the cost effective and efficient procurement of needed materials, equipment and supplies, and ensure that the Agency’s purchasing and leasing policies and procedures are followed.
Our ideal candidate will have dynamic experience and oversight of our organization's central supply and nutritional support program. Prior experience in service coordination highly preferred.
Essential Job Functions:
Develops a vendor network and maintains a library of potential vendor sources.
Solicits price quotes for items to be purchased and determines lowest possible cost based on available terms, using quality, durability and shelf life as criteria for determining selection. Adheres to Agency policies regarding the bidding/purchasing process and maintains required documentation. Under the direction of, and with approval from the Facilities Director, negotiates purchase prices, credit terms, and payment schedules with vendors.
Researches the leasing of various types of medical and office equipment with respect to features, utilization limitations, maintenance requirements, costs, etc., in order to select the optimum products to meet Agency needs. Participates in lease and service contract negotiations for office and medical equipment, in accordance with Agency reimbursement guidelines. Reviews existing Agency affiliation agreements and contracts to arrange the most advantageous terms for service contracts and leases. Tracks contracts by expiration dates and sends out requests for renewals as needed. Researches new vendors and solicits new contract bids as needed.
Places purchase and lease orders with appropriate vendors in a timely manner. Purchases or places orders directly from retail/wholesale sites, as necessary.
Resolves billing and invoice discrepancies to deliveries, damaged items, incorrect shipments, back orders, etc. Ensures that vendor transportation equipment is appropriate and meets the Department of Health regulations for specific items, e.g., perishable and frozen food items.
Ensures that inventory control procedures are followed for all teams/departments. Investigates abnormal usage, missing supplies, etc. Refers problems to the respective manager/director for appropriate action. Investigates unusual changes in purchasing patterns, duplicate orders, etc. Refers problems to the Facilities Director to ensure proper remediation.
Participates in quarterly and periodic physical inventories of Agency on-hand stock at all sites. Analyzes findings to identify discrepancies in over-usage and/or over-stocking.
Processes and monitors internal transfers of materials/supplies between Agency sites. Determines costs of items transferred and generates cost reports for each group home on a monthly basis.
Develops and monitors open account credit terms with various retail grocers, as needed, for use by the facilities/locations. Reviews and processes all invoices. Investigates abnormal or questionable usage and refers problems to the respective manager/director for appropriate action.
Manages and coordinates the process by which the teams/group homes purchase clothing, recreational items, etc., for the individuals served, in accordance with established procedures.
Generates purchase orders and statistical reports utilizing a computerized purchasing database. Reviews and modifies purchasing program operation as necessary, to improve inventory control, internal transfers, purchasing procedures, analysis of purchasing trends, etc. Provides annual projections for cost increases for contracted goods and services as well as those affected by the Consumer Price Index.
Orders, keeps track of inventory, and distributes supplies to all sites.
Organizes and manages the agency’s central supply system, which includes all items needed for sites.
Collaboratively works with dieticians, and places food orders for all sites, maintains a record of items/food sent to sites, and ensures that sites have food items needed in order to follow menus and dietary needs of each resident.
Other duties as assigned by the Facilities Director or designee
Qualifications and Minimum Requirements:
Education: B.S. or B.A. degree, with course work in Business/Accounting, or commensurate experience in Healthcare Purchasing as described in the Experience Requirements below.
Experience: Candidates with a degree must have a minimum of three years relevant experience in Healthcare Purchasing;
Candidates without a degree must have a minimum of five years relevant experience in Healthcare Purchasing
Knowledge, Skills and Abilities: 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, skills, and/or abilities required.
· Working knowledge of standard purchasing/leasing contract terms and conditions.
· Knowledge of NY State contractor and corporate compliance agreements.
· Ability to read, write and communicate effectively using the English language
· Must have good organizational and recordkeeping skills. Good telephone and writing skills are also required.
· Knowledge of various computer software programs including Microsoft Word, Access and Excel.
· Ability to interact with all levels of employees and represent the Agency with external groups/individuals.
· A valid Driver’s license and use of a car for frequent travel between Agency sites.
· Above average interpersonal skills using tact, patience, diplomacy, and courtesy.
· Ability to think clearly and use proper judgment.
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