Job Abstract

Job ID

2024-3893

# of Openings

1

Category

Finance/Accounting/Purchasing

Type

Full-Time

Min

USD $82,421.00/Yr.

Max

USD $95,127.00/Yr.

Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Purchasing & Medical Services Supervisor in Anaheim, CA.

Responsible for managing orders, logistics of deliveries and assisting to monitor usage trends for medications and medical equipment. In addition, to perform RFQ, price negotiation and to support medical services and equipment maintenances as the liaison to external vendors and internal facilities. Provides timely responses to issues and requests throughout overall purchasing order process flow within medication, medical equipment and medical service scope.

At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:

• A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability.
• Benefits coverage starts after one full month of employment!
• Generous vacation, sick, and holiday benefits!
• Generous 401(k) matching contributions and more!
• To view our detailed benefits guide, please visit our career site at www.pposbccareers.org

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education:

• S. or A.A. degree preferred; Bachelor’s degree in related field a plus.

Minimum Work Experience:

• A minimum of 5 years of procurement and purchasing experience required.
• A minimum of 5 years of facility services experience required, preferably in health care field.

Supervisory Experience:

• Demonstrated ability as an effective leader including coaching and team-building skills.
• Strong written, verbal and interpersonal skills.
• Budgeting experience.
• Excellent strategic planning skills.
• Procurement system management and training experiences
• Must be self-motivated and have the ability to work without direct supervision.

Other Requirements:

• To be successful in this position must be extremely proficient in Excel and Microsoft Word at

an advanced level.

• Ability to work independently and take initiative.
• Accuracy with detailed math work.
• Ability to handle varied tasks simultaneously and work well under pressure.
• Must be able to meet Agency attendance standards.
• Ability to maintain confidentiality at all times.
• Strong organizational skills.
• Strong attention to detail.

Agency Standard Requirements:

• Strong commitment to quality healthcare and excellent customer service is required.
• Must thrive in a fast paced, rigorous environment with changing priorities.
• Ability to meet deadlines and work under pressure.
• Must demonstrate high level computer skills including; Microsoft Word, Excel and Outlook. Electronic medical records experience may also be required.
• This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver’s license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.
• Abortion patients are cared for at each of our health centers and in part through the administrative, support, and other non-clinical services provided at all PPOSBC locations and by all PPOSBC employees, and supporting these critical services is an essential job duty and fundamental responsibility of all employees.

Essential Functions: Essential functions encompass the required tasks, duties and responsibilities performed as part of the job and the reason the job exists.

Management:

• Supervises Purchasing Assistant or Coordinator for medication and medical equipment orders, assets management and medical service coordination related duties
• Manage inventory coordinator(s) for medication inventory replenishment and stock movement

Purchasing:

• Oversees daily activities of the ordering, sourcing, vendor communications on assigned categories; primary categories are medication and medical services.
• Manages medical equipment orders with quotations for the purpose of price negotiation.
• Assist to manage alternative medications and/or medical equipment sourcing. Sources acceptable alternatives with prime vendors in the face of product unavailability.
• Processes and audits requisitions, inventory adjustment, purchase orders to ensure order completeness and receiving accuracy prior to processing in purchasing and AP System.
• Implements real time tracking to improve on-time delivery ratio based on department KPI index.
• Mitigates shortage risk on medication and essential consumable supplies for all medical equipment.
• Manages in-kind program reporting and ensures data integrity/accuracy and in-time submission.
• Monitors the medication cost trend and reports to responsible departments based on the cost adjustment schedule.
• Performs cost analysis for financial impacts on all purchases under assigned categories.

Medical Service Management:

• Develops and updates job aids to establish team SOP.
• Supervises medical services team and ensures service vendor(s) optimize(s) the performance to be at or above KPI index ratio.
• Manages the medical service team, on demand, to ensure health centers have no interruption from vendors’ services, including but not limited to, linen services, armored services, courier services, medical equipment maintenances, lab vendors, and medical waste management.
• Supports projects and new health center set up.
• Assists to build and maintain long-term relationships with vendors and serves as liaison between internal department and business partners/vendors for the daily operations.
• Conducts vendor performance review and manages reporting to meet audit and compliance requirements.
• Conducts medical fixed asset system audit.
• Co-leads on new service vendor implementation.
• Supports organizational goals and objectives on all business activities and transactions with ethics and fair dealing with vendors.

Inventory Management:

• Conducts inventory control and verifies inventory levels by reviewing physical counts, lost items, adjustments, transfer activities, and returns.
• Tracks and improves team KPI on inventory management KPI and minimize all risk factors
• Assists in evaluating PAR levels, auto-orders and reorder points and approves orders with usage trend calculation/evaluation.
• Monitors pricing trends, discrepancies and manages substitutions stock movement
• Supervise medication room stock replenishment and storage room organization
• Manages replacements for failed IUD/IUC/Implant from vendor/manufacturer.
• Supervises usage reconciliations of donated medication/promotional supplies and monitors/tracks replenishments.
• Assists with identifying, developing and recommending best inventory processes and procedures.
• Provides information for inventory sku updates and substitution management.

Accounting:

Supports accounting function to include, but not limited to:

• Serves as team lead for the monthly reconciliation of purchases, fixed assets, facilities services and inventory to the General Ledger;
• Supports to provide data of pricing, market, differential and margin analysis, for month end or spending analysis including validity and appropriate coding;
• Assists with spending control.

Non-Essential Functions:

• Other duties as assigned.

PHYSICAL REQUIREMENTS:

The physical requirements of this position are identified below. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

CORE COMPETENCIES – WE CARE:

• Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service. Handles problems quickly and efficiently. Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
• Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others’ voices, creating spaces for honest conversation, and listening without judgment. Values and uplifts our collective diversity within in our agency.
• Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality. Follows all policies and laws that protect private & privileged information.
• Accessible: Is available and approachable to others, open-minded, fair and non-defensive. Appreciates constructive feedback and is a team player. Demonstrates good listening skills.
• Respectful: Values diversity and treats everyone with dignity and courtesy. Dependable and courteous of other people’s time and commitments.
• Empathetic: Demonstrates interest and understanding in other people’s feelings, attitudes and reasoning. Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.