Planned Parenthood of Orange and San Bernardino Counties

Overview:

Planned Parenthood of Orange and San Bernardino Counties has a
temporary full-time opportunity for a Purchasing and Inventory Management Coordinator in Anaheim, CA.

The purpose of the Purchasing and Inventory Coordinator position is to provide a wide variety of administrative support to the Purchasing and Finance Department. The Purchasing and Inventory Coordinator coordinates the requisition, pricing, purchase, accounting and distribution of Medications. 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:

Purchasing

Creates purchase orders for purchases in Inventory Management System.
Reviews requisitions and purchase orders for the purpose of ensuring completeness and accuracy prior to processing.
Collaborates with other departments for the purpose of the purchase of medications.
Monitors and follows-up on purchase orders from inception to delivery of goods and services.
Maintains accurate records of all purchases.
Follow up with health centers and departments for open purchase orders and receiving discrepancies.
Assists/processes documents and materials (e.g. bids, incoming purchase requisitions, purchase orders, mail, etc.) to support purchasing operations.
Consolidates and files all packing slips from all health centers and internal departments.
Researches variety of issues (e.g. order status, purchase order tracking, etc.)

Inventory Management

Maintain inventory system:

Clean up data.
Reconcile data.
Vendor and product management.
Create and disable users.
Up-load and export system data.
Establish new inventory location.
Monitor usages.
Become subject matter of inventory system.
Perform all other tasks as needed basis.

Coordinate with Centers for daily, weekly and quarterly physical counts.
Assist Health Center to conduct inventory control with verifying inventory levels by reviewing physical counts, lost items and adjustments.
Assist Med Room month end count on site as needed.
Coordinate transfers and returns.
Review any medications that may be on allocation/shortage/backorder or are being replaced and update management of status and any need for transfer, if applicable.

Medication depletion reports should be updated after usage/counts are submitted on a weekly basis.
Request additional information from other suppliers if availability changes and communicate with purchasing management team.

Review and manage PAR levels, Min/Max, auto-orders and reorder points.
Research alternative products/medications. Recommend acceptable alternatives in the face of product unavailability. Advises department on approved product substitutions.
Inform appropriate staff of significant pricing trends, issues, and contract and non-contract issues.
Maintain PPOSBC inventory numbers.
Ensure month-end requirements fulfilled by working with finance team.
Works with accounting department to resolve inventory discrepancies.
Attend inventory related meetings.
Assist with identifying, developing and recommending best inventory processes and procedures.
Report and obtain replacements for failed IUD, Implant from vendor/manufacturer.
Perform other duties as assigned.

Accounts Payable

Receives orders and vouchers vendor invoice for payment in procurement/inventory management & AP system.
Scans/uploads invoice and order/invoice correspondences to procurement/inventory management & AP system under Purchasing & Accounts Payable module.
Coordinate with departments for invoice approval.
Maintains and reviews paperwork and invoices submitted for accuracy;
Works with accounting department to check for discrepancies with invoices.
Assist to provide purchase orders, vouchers with receiving slips and invoices to AP on a timely basis.
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 completion of GED required.
Some college preferred.

Minimum Work Experience:

Minimum of 3 years purchasing experience required.
Previous buying & accounting experience preferred.

Other Requirements:

A successful candidate 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.
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.

Disclosures: All employees are required to be fully vaccinated and received a booster for COVID-19 unless a reasonable accommodation is approved for a medical/disability or religious exemption. Planned Parenthood/Orange and San Bernardino Counties is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, equal pay, age, disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military, veteran status or any other federal or state protected class. We are committed to building and maintaining an inclusive workplace that values diversity, equity, and inclusion.