Procurement Specialist I-Full-time, on-site position

Job Description

Job Description

JOB TITLE: Procurement Specialist I

FLSA: Non-Exempt

REPORTS TO: Procurement Director

INTRODUCTION

Under the supervision of the Procurement Director, the Procurement Specialist I is responsible for, but not limited to, monitoring the requisitioning of all supplies used by the organization, and provides support to ensure the smooth operation of the department.

MAJOR DUTIES/ESSENTIAL FUNCTIONS

• Reviews vendor cancellations and backorders and coordinates appropriate action and communication with the customer. Assist customers with contacting vendors regarding shipment, returns and replacement.

• Reviews and approves/disapproves all Purchase Requisitions within the scope of his/her authority; refers others to the Procurement Director.

• Tracks purchases by cataloging vendor monthly reports and maintains a current database of vendor information.

• Attends departmental/Unity-wide meetings, as required.

• Responds to Procurement and Workplace mailboxes requests for assistance

• Creates new user profiles in Workplace upon request

• Assists customer with entering receipt in Workplace

• Prepares change orders in Workplace for cancelled items

• Performs research in Workplace to share status updates on requisitions and check requests

• Performs COTR activities, including but not limited to, providing contract administration for Finance contracts, including contract closeout, contract modifications, managing deliverables, documenting vendor performance, generating purchasing reports, recording final invoice receipt, and deobligating unused funds.

• Provides support to the department as needed.

• Performs other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in accounting, Business Administration, or an equivalent Contract related field

• Minimum of 3 years of related experience in private, state, local and/or federal government.

• Active Federal Acquisition Certification for Contracting Officer’s Representatives (FAC-COR) – Level II

KNOWLEDGE & EXPERIENCE REQUIRED BY THE POSITION

• Excellent oral and written communication skills.

• Excellent analytical and technical skills.

• Ability to multi-task.

• Ability to function in a high-pressured, deadline-oriented environment.

• Experience with Federal Acquisition Regulation (FAR) to assist with procurement process development.

• Knowledge of various computer software packages (i.e., Excel, Word, SharePoint, Outlook, PowerPoint, Teams etc.).

• Knowledgeable in receipt and acceptance invoicing procedures, including three-way match.

• Knowledgeable in inventory tracking for purchased supplies.

• Sound knowledge of reporting tools.

• Possess an eye for detail.

SUPERVISORY CONTROLS

This position reports directly to the Procurement Director.

GUIDELINES

The position abides by all rules and regulations set forth by applicable licensing and regulatory bodies and the UHC policies and procedures.

PERSONAL CONTACTS

Primary contact is with the employees of UHC Health Centers and DOC sites, but may also include vendors, and local business establishments.

PHYSICAL DEMANDS

Refer to ADA Checklist.

WORKING CONDITIONS AND PHYSICAL EFFORT

Refer to ADA Checklist.

OTHER SIGNIFICANT FACTS

The incumbent must be able to balance the needs of diverse constituencies on a daily basis.

RISKS

The position involves everyday risk and discomforts, which require normal safety pre-cautions typical of such places as offices, meetings, training rooms, and other UHC health Care Sites. The work area is adequately lit, heated, and ventilated. The position requires contact with staff at all levels throughout the organization. There are also external organization relationships that may be part of the work of this individual. All medical services shall be provided according to medically accepted community standards of care. The employee shall provide evidence of recent (within the past twelve (12) months) health assessment that includes a PPD and/or chest x-ray results.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.