Purchasing & Accounts Payable Assistant - 40hrs/Days Shift
Cooley Dickinson Hospital (CDH)

Job Info

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ABOUT US:

With energy and purpose, Cooley Dickinson Health Care, a member of the Mass General Brigham system, is advancing health care in western Massachusetts, and has been since 1886. Our network employs more than 2,000 medical professionals and support staff, at our main Hospital campus in Northampton and additional locations in twelve towns throughout the Pioneer Valley.

OUR BENEFITS:

In addition to competitive pay, all Cooley Dickinson employees who work 20 hours or more per week have access to the following benefits with no waiting period:

• A range of health, dental, vision, prescription, and life insurance benefits.
• A generous and flexible Earned Time Off program starting at six weeks accrual per year.
• 403(b) retirement plan with various investment options.
• Opportunities and support for continued education including tuition reimbursement.

Shift: Monday-Friday 7:30am-4:00pm

MAIN FUNCTION:

The Purchasing and Accounts Payable Assistant is responsible for providing support and performing duties to help ensure efficient operations of the various functional areas related to Purchasing and within the Department of Materials Management. The Purchasing and Accounts Payable Assistant acts as resource to the Purchasing Department and Accounts Payable Department customers and, in the absence of the supervisor, assumes responsibility for the day to day operation of the department.

This position reports to the Purchasing/Storeroom Supervisor and operates within established organizational and departmental policies and procedures.

ESSENTIAL JOB FUNCTIONS:

• Prepare cost analysis.
• Meet with vendor representatives to gather information following prescribed protocols.
• Assist the supervisor in determining what actual needs are, including meeting with Department Heads.
• Communicate with departments and vendors regarding purchasing requirements by telephone, electronic mail, EDI, and fax to maintain the supply and service requirements of all departments.
• Confirm requisitions with Partners for purchase order numbers as needed. Review and update all purchasing files as they relate to Materials Management/Purchasing.
• Obtain written quotations, bids, and catalogues as requested by departments and Materials
• Management team. Work with Partners contracts for review and approvals of all supplies and equipment agreements.
• Answer phone calls and forward calls to appropriate staff person. Review messages from purchasing department voice mail and either handle requests or forward to appropriate staff person.
• Arrange for vendors to meet with hospital representatives thru Vendor Mate. Make appointments, meetings, and arrangements for video conferences.
• Provide service arrangements for office equipment needs as requested by hospital departments. Track service response time and customer feedback.
• Arrange courier service requests with the Transportation Department as needed.
• Assist in making arrangements to borrow or lend items with other hospitals.
• Open and distribute mail.
• Coordinate furniture replacement/acquisition for hospital and offsite locations including providing furniture requirements, obtaining quotations, verifying produce availability, reviewing warranty data, providing assistance with timeline/delivery special requests, and ensuring new furniture meets hospital standards for safety and fire code ratings.
• Follow up with vendors and the biomedical engineering department for service manual requests, equipment repairs, and returns due to evaluations of equipment.
• Monitor the service contract renewal notification process with hospital departments, vendors, and Partners.
• Handle inquiries regarding department purchase requirements, repair/exchange needs, deliveries, and emergency orders. Assist with research and resolving incorrect shipments when needed. Contact Partners buyers and/or vendors as necessary.
• Operate word processing and spreadsheet software to create letters and proposals and prepare forms and reports as requested.
• Maintain purchasing department files and provide internal customers with Partners Contracts.
  
• Coordinate communication regarding product recalls for inventory items.
• Enter miscellaneous Partners e-checks for Materials Management Department.
• Enter miscellaneous check requests into Affinity (ex. Medical Staff dues and CDHC credit cards due to VNA).
• Print A/P checks for patient refunds and miscellaneous requests and maintain documents in A/P files.
• Monitor and maintain adequate check stock for patient refunds and A/P run-out.
• Maintain and communicate with Partners the expense allocations for real estate leases, utilities, etc.
• Maintain established hospital and departmental policies and procedures, objectives, confidentiality, quality improvement program, compliance, safety, infection control, and environmental standards.
• Maintain professional growth and development through attendance at seminars, workshops, conferences or in-services, professional affiliations, or journals to stay abreast of current trends in field of expertise.
• Meet annual competency and retraining requirements.
• Attend meetings as required.
• Perform other functions/duties as requested.

Qualifications
MINIMUM REQUIREMENTS:

• High school diploma required
• Minimum of one (1) to three (3) years of experience in a Materials Management or Purchasing Department required
• Demonstrated proficiency in Microsoft spreadsheet, word processing and database applications required
• Demonstrated interpersonal, organizational and oral and written communication required

EEO Statement
It is the policy of Cooley Dickinson Health Care to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Cooley Dickinson Health Care will provide reasonable accommodations for qualified individuals with disabilities.

Cooley Dickinson Health Care embraces diverse skills, perspectives and ideas, and encourages people of color, veterans, people with disabilities, LGBTQ candidates, and people from other underrepresented groups to apply.

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