Procurement Clerk

Description

Overview: The Procurement Clerk is responsible for supporting the purchasing and procurement activities of Damian Family Care Centers, Inc. The incumbent ensures the timely acquisition of medical supplies, office equipment, technology, facilities materials, and contracted services necessary to support patient care and organizational operations across multiple health center locations.

This position is responsible for maintaining purchasing records, processing purchase orders, obtaining competitive quotes, coordinating vendor relationships, monitoring inventory levels, and ensuring procurement activities comply with organizational policies, HRSA requirements, federal grant regulations, and applicable organizational and regulatory standards.

Essential Job Duties

• Process purchase requisitions and prepare purchase orders accurately and timely.
• Obtain competitive price quotations from approved vendors.
• Compare pricing, quality, delivery schedules, and service levels to ensure best value.
• Coordinate purchases for clinical, dental, behavioral health, administrative, facilities, and IT departments.
• Monitor purchase order status from initiation through delivery.
• Resolve purchasing discrepancies, damaged shipments, backorders, and invoice variances.
• Ensure purchases remain within approved departmental budgets.
• Maintain accurate purchasing documentation and procurement files.
• Build/maintain relationships with approved vendors and suppliers.
• Request updated pricing, catalogs, contracts, and certificates of insurance as required.
• Monitor vendor performance regarding quality, responsiveness, and delivery.
• Coordinate inventory replenishment for medical and office supplies recommending reorder quantities while minimizing waste.
• Participate in periodic physical inventory counts.
• Track high-value assets and equipment purchases.
• Match purchase orders with packing slips and invoices.
• Verify invoice accuracy prior to submission for payment.
• Resolve invoice discrepancies with vendors and Accounts Payable.
• Maintain purchasing reports and spending summaries.
• Ensure procurement activities comply with regulations and policy. 
• Maintain procurement records for internal and external audits.
• Assist with vendor documentation during financial and compliance audits.
• Maintain purchasing databases and vendor files generating purchasing reports as requested.

Non-Essential Job Duties

• Assist with contract renewals and procurement documentation.
• Assist with vendor onboarding and documentation.
• Perform other duties as assigned to support departmental and organizational goals.

Qualifications & Skills

• Associate's degree in business administration, Supply Chain Management, Healthcare Administration, Accounting, or related field required. Progressive years of experience may be used in lieu of degree. 
• Minimum two (2) years of purchasing or procurement experience within a healthcare, hospital, FQHC, or nonprofit.
• Experience with purchasing software or ERP systems preferred.
• Understanding of inventory management practices.
• Strong organizational and time management skills.
• Excellent attention to detail with strong analytical and problem-solving abilities.
• Effective written and verbal communication skills demonstrating ability to negotiate professionally with vendors.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• High level of integrity and confidentiality.
• Microsoft Office Suite (Excel, Word, Outlook)
• Purchasing and accounting software: ERP or financial management systems
• Electronic document management systems preferred. 

Physical & Work Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential function

• Ability to lift, carry, push, and pull objects weighing 25–50 pounds.
• Primarily office-based role within a healthcare/clinical setting. 
• May require occasional travel between DFCC sites. 
• Prolonged periods of sitting, working at a computer, and reviewing detailed financial and operational data. 
• May require extended hours during audits, reporting cycles, or system implementations. 
• Frequent interaction with staff, leadership, external vendors, and regulatory agencies. 

Employee Acknowledgment & Signature

I acknowledge that I have received, reviewed, and understand the duties, responsibilities, and qualifications outlined in this job description for the position of Procurement Clerk. I understand that this description reflects the essential functions of the role but does not constitute a contract of employment, and that duties may change based on organizational needs.

I understand that I must be able to perform the essential job functions with or without reasonable accommodation and agree to comply with all applicable policies, procedures, and regulatory requirements.

Employee Name (Print): ______________________________  

Employee Signature: _________________________________ Date: _____________________

Requirements

Associate's degree in business administration, Supply Chain Management, Healthcare Administration, Accounting, or related field required. Progressive years of experience may be used in lieu of degree. 

Minimum two (2) years of purchasing or procurement experience within a healthcare, hospital, FQHC, or nonprofit.

Experience with purchasing software or ERP systems preferred.

Understanding of inventory management practices.

Strong organizational and time management skills.

Excellent attention to detail with strong analytical and problem-solving abilities.

Effective written and verbal communication skills demonstrating ability to negotiate professionally with vendors.

Ability to manage multiple priorities in a fast-paced healthcare environment.

High level of integrity and confidentiality.

Microsoft Office Suite (Excel, Word, Outlook)

Purchasing and accounting software: ERP or financial management systems

Electronic document management systems preferred.