PURCHASING ADMINISTRATOR

Date: Sep 15, 2022

Location: Indianapolis, IN, US, 46205

Organization: HHC

Health and Hospital Corporation is an organization that celebrates diversity, and seeks to employ a diverse workforce. We actively encourage all individuals to apply for employment and to seek advancement opportunities. Health and Hospital Corporation also provides reasonable accommodations to qualified individuals with disabilities as required by law. For additional questions please contact us at: hrmail@hhcorp.org.

Job Role Summary

Carries out specified activities in support of the purchasing function for Headquarters and Public Health.  Performs a variety of administrative duties. Work can be complex and diversified.  Moderate analytical ability is utilized to gather and interpret overall purchasing requirements.

Essential Duties

  • Greets, screens visitors, answers telephone, relays messages
  • Orders/distributes supplies and other materials for Purchasing Department and IKON office/mailroom
  • Schedules rooms for meetings
  • Types and distributes, reports, correspondence, minutes, and other documents for the Purchasing Department
  • Prepares requisitions for Purchasing Department
  • Maintains electronic purchase order and bid package files
  • Deadline pressure situations exists on a routine basis
  • Performs other job duties as assigned
  • Prepares and sends individual vendor letters as needed
  • Prepares and distributes all official forms
  • Processes purchase requisitions from all Headquarters and Public Health departments
  • Reviews each purchase requisition for validity of formal information, description, supporting documentation and approval(s) Clarifies questions with requesting departments
  • Contacts vendors for price verification; to check order status; and to resolve problems with shipping and receipt of goods or service
  • Issues purchase orders ensuring that all comply with applicable policies, laws, and regulations.
  • Communicates with departments regarding status of purchase orders and responds to purchase order follow-up requests
  • Faxes purchase orders to vendors
  • Scans and saves purchase orders and supporting documentation to electronic files
  • Emails purchase order PDF file to requisitioning departments.
  • Types and prepares bid packages and quotes and addendums as required
  • Maintains, monitors, and updates proof of insurance certificates as dictated by the various contractual agreements
  • Attends minority business functions to increase minority vendor participation
  • To identify minority vendors, sends vendor surveys to new vendors and maintains file in Microsoft Access of survey results
  • Posts (daily) requisitions to the HHC Purchasing department website
  • Ensures that procurement activity is accomplished in an ethical, legal, efficient, and competitive manner
  • Close working relationship with the accounting department regarding encumbrances, general ledger accounts and payment facilitation, when necessary
  • Establishes and maintains working relationships with personnel and vendors
  • Trains personnel from other departments on using the procurement system
  • Serves as a point of contact for corporation personnel and outside contacts regarding procedural and related procurement process questions
  • Educates internal customers and provide support to departments in completing requisitions and understanding the purchasing process
  • Prioritizes workload to meet the procurement needs of the corporation.
  • Basic knowledge of supply/purchasing functions and techniques
  • Good communication skills necessary for vendor/departmental contacts
  • Accurate typing skills essential (50 wpm); aptitude for numerical work, and attention to details
  • Ability to use office equipment – copier, scanner, computer
  • Ability to be trained and gain a thorough working knowledge of personal computer applications operations
  • Must be able to maintain confidentiality of information:  bid quotations/information; bid bonds and certified checks; and release public information at appropriate times and under guidelines established by State law
  • Must exhibit highest degree of integrity, honesty, and sincerity in execution of work responsibilities
  • Duties performed in an office setting which has high visibility.  Professional presentation and appearance are required
  • Deadline pressure situations exists on a routine basis
  • Performs other job duties as assigned

Qualifications

  • Completion of high school education, plus additional business/office courses and/or training
  • Minimum four to six years’ experience in procurement setting, preferably in the public sector

Knowledge, Skills & Abilities

  • Excellent verbal and written skills for communicating with departments and vendors.  Situations will occur which may be controversial involving and requiring considerable tact and diplomacy in maintaining effective working relationships both inside and outside of the Health and Hospital Corporation’s setting
  • Above average mathematical skills to interpret diverse and complicated data pertaining to purchases
  • Thorough knowledge of Health & Hospital Corporation procurement practices and procedures 
  • Thorough knowledge of electronic Purchasing module
  • Knowledgeable regarding applicable laws related to purchasing. Must be able to prioritize work; know when assistance is needed

Working Enviornment

  • Standard work environment
  • Prolonged periods sitting at a desk and working on a computer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.


Nearest Major Market: Indianapolis