The Purchasing Assistant provides operational and administrative support to the Purchasing Department and reports to the Purchasing Director. This position is responsible for assisting with the daily processing, tracking, receiving, organizing, and distribution of products and supplies for Hamilton Health Center and its satellite locations.
The Purchasing Assistant maintains and communicates purchasing information in an accurate,timely, professional, and reliable manner while supporting clinical and non-clinical departments, grant programs, and organizational operations.
ESSENTIAL FUNCTIONS:· Process, track, and generate reports through the purchasing system.· Verify, process, receive, and reconcile goods and materials through integral and non-integral purchase orders.· Prepare goods and materials for distribution to Hamilton departments and satellite offices.· Deliver supplies, equipment, and materials to Hamilton representatives and departments as assigned.· Assist with employee apparel sorting, organization, and distribution.· Assist with receiving, distributing, and tracking required personal protective equipment (PPE).· Maintain organized purchasing files and support file retrieval processes.· Research and identify cost-effective pricing for goods and materials.· Conduct refresher trainings and provide support to staff regarding purchasing procedures and systems.· Assist with reconciliation processes in coordination with the Accounting Department.· Provide backup support for departmental scheduling rotations and operational coverage.· Maintain required trainings and organizational learning initiatives. · Demonstrate professionalism, confidentiality, and excellent customer service in all interactions.· Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:· Ability to use standard moving equipment, including dollies, to receive, move, and distribute supplies and equipment.· Ability to lift and move boxes and supplies weighing up to 40 pounds.· Ability to reach and retrieve supplies stored on shelving above four feet using standard equipment.· Strong commitment to excellent internal and external customer service.· Strong attention to detail and ability to follow processes and procedures accurately from beginning to end.· Strong computer and data entry skills with working knowledge of standard business software applications.· Proficient knowledge of the Microix purchasing software system preferred.· Strong organizational, prioritization, and time management skills.· Ability to work independently and effectively in a fast-paced environment while meeting deadlines.· Ability to communicate professionally and courteously with individuals from diverse backgrounds.· Ability to maintain professionalism, discretion, integrity, and confidentiality at all times.· Ability to establish and maintain productive working relationships with leadership, clinicians, co-workers, vendors, and the public.· Ability to demonstrate behaviors aligned with Hamilton Health Center workplace values.· Ability to produce accurate and timely work product.
MINIMUM EDUCATION & EXPERIENCE· High school diploma or equivalent required.· Prior experience in an administrative assistant, purchasing, inventory, procurement, or related support role preferred.· Microsoft Word and Excel experience preferred.· Experience with automated inventory and procurement software systems preferred.· Must be able to perform physical requirements associated with the position, including lifting up to 40 pounds and frequent movement of supplies and equipment.
EQUAL OPPORTUNITY EMPLOYER:Hamilton Health Clinic is an equal opportunity employer. We are committed to providing aninclusive and diverse work environment where all employees are valued, respected, and have the opportunity to succeed. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, or any other protected status. All employment decisions are based on qualifications, merit, and business needs. LANGUAGE SKILLSAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with co-workers, internal and external customers, and outside contractors and vendors.
MATHEMATICAL SKILLSAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING SKILLSAbility to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS/MOTOR COORDINATIONRequires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 15 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment. May require sitting or standing for long periods of time.
WORK ENVIRONMENTExposure to routine medical office/health clinic conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc. May be exposed to infectious or contagious disease.
This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically. This job description is not a contract.