Purchasing Assistant (Administrative)
Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for a Purchasing Assistant in Anaheim, CA.
The purpose of Purchasing Assistant position is to provide a wide variety of clerical support to the Purchasing and Finance Department. The Purchasing Assistant coordinates the requisition, pricing, purchase, accounting and distribution of supplies and other items. Maintains a variety of records concerning purchases, invoices, packing slips and provides internal and external customer support. In addition, this role will assist with variety of purchasing projects/tasks, expedite vendor shipments, and facilitate returns.
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
Responsibilities
Essential Functions: Essential functions encompass the required tasks, duties and responsibilities performed as part of the job and the reason the job exists.
- Creates purchase orders for purchases in Inventory Management System, ENVi.
- Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
- Assist with organizing inventory stock in purchasing storage room and setting up medication room at health centers by organizing the medication and medical supply inventory bin system.
- Collect order status info and receive orders in ENVi as needed.
- Voucher invoices for payment in ENVi as needed.
- Maintains accurate records of all purchases.
- Consolidates and files all packing slips from all health centers and internal departments.
- Works with accounting department to check for discrepancies with invoices.
- Processes, packs and ships supplies to sites through couriers.
- Prepares and maintains a variety of files and filing systems; prepares, maintains, and updates various records; verifies information as requested.
- Keep all files current and organized.
- File files numerically, alphabetically, by subject matter and other specified system accurately to standard.
- Maintenance of the Finance department archive files.
- Generate labels to mark boxes for purging for compliance purposes.
- Maintains a variety of manual and electronic documents, files and records for the purpose of providing up-to-date reference and audit trails for compliance.
- Maintains and confirms purchase orders, reviews paperwork and invoices submitted for accuracy;
- Monitors and follows-up on purchase orders from inception to delivery of goods and services.
- Collaborates with other departments for the purpose of the purchase of supplies and services.
- Assists/processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
- Researches variety of issues (e.g. order status, purchase order tracking, etc).
- Responds to inquiries from a variety of individuals (e.g. staff, administration, auditors, vendors, etc).
- Responsible for various administrative duties for the Purchasing and Finance department as assigned.
- Manages department mail daily and organizes, sorts and files department documents.
- Provides support to the Purchasing team members as deputy and assists in daily office needs to complete the assigned task(s).
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.
Qualifications
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:
- High School Diploma or GED completion required.
- Some college preferred.
Minimum Work Experience:
- One year purchasing experience preferred, previous buying & accounting experience preferred.
Other Requirements:
- Experience with computers including Excel and Microsoft Word.
- 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.
- Must be able to lift weight up to 50 lbs.
- 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.
