Tulsa Health Department
Overview
The Purchasing Coordinator is primarily responsible for planning and performing the daily activities involved in the purchase of materials, supplies, equipment and services for the Tulsa City-County Health Department (TCCHD). This position also participates in the preparation and development of bids, request for proposals (RFP) and contracts. Essential Job Functions
Develops, monitors and assures that TCCHD purchasing policies and procedures are adhered to State and County purchasing regulations and rules. Reviews, approves and places orders for requisitioned purchases; ensures compliance with State, County and TCCHD purchasing policies. Maintains relationship with vendors or suppliers and negotiates directly with supplying firms to obtain additional discounts based upon large volume orders. Confers with vendors and sales representatives regarding availability of supplies, delivery dates, billing prices, shipping charges or special problems related to purchases. Follows up on backorders, supplies not received, incorrect supplies received, and over and undercharges; and tracks supplies received but unable to locate. Reviews catalogs, trade publications, and purchasing manuals in order to determine the most favorable sources of supply and quality for purchased materials. Appraises relative quality of the items or services to be purchased to ensure compliance with purchase specifications. Provides advice to management regarding vendor qualifications, delivery schedules, payment options, and contract alternatives. Participates in the preparation and distribution of bid invitations and tabulation of bids and quotes. Communicates timely with THD Program Manager or Administrative Assistant regarding the progress or delays in supply orders or service request. Participates in the development of recommendations on lowest and best bid prices. Maintains list of active suppliers, current vendors bid lists and other purchasing files and reports. Assists auditors in annual review process as needed. Provides training to employees who are responsible for requisitioning supplies and services. Completes required training in support of duties and responsibilities of this position. Other duties as assigned including those required to fulfill activities in support of public health emergency operations. Knowledge and Skills
Knowledge of methods used in competitive bidding, contract negotiations and approved purchasing methods and terminology; knowledge of state purchasing rules and regulations; and knowledge of sources of supplies, markets, and price trends. Ability and willingness to establish and maintain effective working relationships with vendors, other employees and the general public. Ability and willingness to follow established policies and procedures. Ability to apply effective reasoning techniques when interpreting purchasing statutes. Ability to interpret governmental regulations and to write procedure manuals. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Good interpersonal, customer service, multi-task, and satisfaction-oriented skills. Composition of clear, concise correspondence and documents. Working knowledge of MS Word and Excel. Understanding of financial accounting systems, billing systems, reporting tools, and related procedures and software used for recording and reporting business transactions. Licenses/Certifications
None required. Internal and External Working Relationships
Regular internal contact with other personnel to verify the status of purchase orders or invoices. Regular external contact with vendors regarding purchases and orders. Physical Effort
Must be able to lift materials, boxes of records and equipment weighing up to 25-30 pounds. Some stooping, bending and squatting may be required when retrieving files. Sitting for periods of time, up to 3 hours. Repetitive hand motions associated with using a computer, keyboard, mouse and telephone. Supervisory Responsibility/Accountability
Direct Supervision – None. Indirect Supervision – None. Budget/Money/Material – No direct accountability. Recommends the purchase of multi-million dollars in supplies, equipment and services each year. Reports to – Accounting Manager. Working Conditions
No unusual working conditions. Special Requirements
Must maintain TCCHD record confidentiality including compliance with HIPAA regulations. FLSA Status
Exempt.
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The Purchasing Coordinator is primarily responsible for planning and performing the daily activities involved in the purchase of materials, supplies, equipment and services for the Tulsa City-County Health Department (TCCHD). This position also participates in the preparation and development of bids, request for proposals (RFP) and contracts. Essential Job Functions
Develops, monitors and assures that TCCHD purchasing policies and procedures are adhered to State and County purchasing regulations and rules. Reviews, approves and places orders for requisitioned purchases; ensures compliance with State, County and TCCHD purchasing policies. Maintains relationship with vendors or suppliers and negotiates directly with supplying firms to obtain additional discounts based upon large volume orders. Confers with vendors and sales representatives regarding availability of supplies, delivery dates, billing prices, shipping charges or special problems related to purchases. Follows up on backorders, supplies not received, incorrect supplies received, and over and undercharges; and tracks supplies received but unable to locate. Reviews catalogs, trade publications, and purchasing manuals in order to determine the most favorable sources of supply and quality for purchased materials. Appraises relative quality of the items or services to be purchased to ensure compliance with purchase specifications. Provides advice to management regarding vendor qualifications, delivery schedules, payment options, and contract alternatives. Participates in the preparation and distribution of bid invitations and tabulation of bids and quotes. Communicates timely with THD Program Manager or Administrative Assistant regarding the progress or delays in supply orders or service request. Participates in the development of recommendations on lowest and best bid prices. Maintains list of active suppliers, current vendors bid lists and other purchasing files and reports. Assists auditors in annual review process as needed. Provides training to employees who are responsible for requisitioning supplies and services. Completes required training in support of duties and responsibilities of this position. Other duties as assigned including those required to fulfill activities in support of public health emergency operations. Knowledge and Skills
Knowledge of methods used in competitive bidding, contract negotiations and approved purchasing methods and terminology; knowledge of state purchasing rules and regulations; and knowledge of sources of supplies, markets, and price trends. Ability and willingness to establish and maintain effective working relationships with vendors, other employees and the general public. Ability and willingness to follow established policies and procedures. Ability to apply effective reasoning techniques when interpreting purchasing statutes. Ability to interpret governmental regulations and to write procedure manuals. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Good interpersonal, customer service, multi-task, and satisfaction-oriented skills. Composition of clear, concise correspondence and documents. Working knowledge of MS Word and Excel. Understanding of financial accounting systems, billing systems, reporting tools, and related procedures and software used for recording and reporting business transactions. Licenses/Certifications
None required. Internal and External Working Relationships
Regular internal contact with other personnel to verify the status of purchase orders or invoices. Regular external contact with vendors regarding purchases and orders. Physical Effort
Must be able to lift materials, boxes of records and equipment weighing up to 25-30 pounds. Some stooping, bending and squatting may be required when retrieving files. Sitting for periods of time, up to 3 hours. Repetitive hand motions associated with using a computer, keyboard, mouse and telephone. Supervisory Responsibility/Accountability
Direct Supervision – None. Indirect Supervision – None. Budget/Money/Material – No direct accountability. Recommends the purchase of multi-million dollars in supplies, equipment and services each year. Reports to – Accounting Manager. Working Conditions
No unusual working conditions. Special Requirements
Must maintain TCCHD record confidentiality including compliance with HIPAA regulations. FLSA Status
Exempt.
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