Procurement Specialist

PROCUREMENT ANALYST

Ensures all services are within policy guidelines and maintains proper documentation for audit. Assist in ensuring all facility guidelines are met for survey inspections.

Location: Bronx, NY

Schedule: Monday-Friday 8:30 am-5:30 pm, Hybrid-2 days in the office (1 hour lunch) (FT)

Contract Length: Temp to Perm

Positions: 1

JOB PURPOSE

Under the direction of the Procurement Manager and Procurement and Accounts Payable leadership, responsible for:

• Daily procurement activities to ensure timely and accurate delivery of products and contract services
• Analysis of administrative spend at vendor level including actual vs. budget variance analysis.

Ensures all services are within policy guidelines and maintains proper documentation for audit. Assists in ensuring all facility guidelines are met for survey inspections.

QUALIFICATIONS:

Education: College degree is required (AS or BS)

Experience: – Two (2) years general office, facilities, and purchasing experience preferably within healthcare settings.

Experience with ERP AP systems such as Workday, Oracle Financial preferred. 

JOB RESPONSIBILITIES

Procurement Activities

• Provide exceptional customer service to internal customers and assist in processing requests for supplies and services.
• Review and edit requisitions, including consistency of Company, GL codes, prices, specifications, delivery dates, and shipping of vendors with purchase orders.
• Process orders for products, supplies, and services as needed via ERP system.
• Assist with procurement projects (e.g., renovations, grants, etc.).
• Maintain proper documentation as required by policy (e.g., capital bids, etc.).
• Onboard new vendors for approval.
• Communicate with vendors to expedite orders, resolve errors, and address unfilled orders to ensure timely delivery of supplies and services to residents, participants, and caregivers.
• Maintain purchasing information in Workday, including but not limited to vendor information, quantities purchased, and negotiated prices.
• Work with Accounts Payable to reconcile accounts as they arise.
• Keep Purchasing Manager informed of current activities, including discrepancies/issues with vendors and internal customers.
• Other duties as assigned.

Financial Analysis

• Assist Financial Planning and Analysis department with monthly vendor-level spend analysis and actual vs. budget variance.
• Perform vendor-specific invoice analysis, as assigned.
• Assist Accounting and Treasury department with outstanding check analysis. Perform review and reconciliation with vendors to reach resolution, then update Workday accordingly.
• Assist in internal and external audit activities, i.e., gathering information and preparing responses to auditors.
• Assist with the generation of 1099 files for submission to the IRS, ensuring accuracy and meeting deadlines.
• Adaptable to new responsibilities.
• Work on ad-hoc/special projects as assigned.