Purchasing Agent

Description

Job Description for IBCC Purchasing Agent

Job Title: Purchasing Agent

Location: Imperial Beach, California

Reports To: Director of Operations

Job Summary:
The Purchasing Agent for Imperial Beach Community Clinic (IBCC), a Federally Qualified Health Center (FQHC), is responsible for sourcing, negotiating, and procuring goods, supplies, and services to support clinic operations. This role ensures that IBCC has the necessary medical supplies, equipment, and other essential resources to deliver high-quality, patient-centered care. The Purchasing Agent plays a critical role in maintaining vendor relationships, ensuring cost-effective purchasing practices, and adhering to all relevant regulations and IBCC policies.

Key Responsibilities:

1. Procurement:

• Manage the procurement of medical supplies, office equipment, maintenance services, and other goods for IBCC.
• Prepare and process purchase orders, ensuring timely delivery and cost-effectiveness.
• Research and evaluate suppliers to ensure quality, reliability, and compliance with healthcare standards.

Vendor Relations:

• Establish and maintain professional relationships with vendors and suppliers.
• Negotiate contracts, pricing, and terms to secure favorable agreements for IBCC.
• Resolve issues related to orders, such as discrepancies, delays, or returns.

Inventory Management:

• Monitor IBCC's inventory levels and coordinate with departments to determine procurement needs.
• Implement strategies to minimize waste and optimize stock levels.

Compliance and Documentation:

• Ensure all procurement activities comply with FQHC guidelines, federal and state regulations, and IBCC policies.
• Maintain accurate and organized purchasing records, including contracts, invoices, and reports.

Budget Management:

• Collaborate with IBCC’s finance and operations teams to adhere to budgetary constraints.
• Identify cost-saving opportunities and implement strategies to improve financial efficiency.

Communication and Coordination:

• Work closely with IBCC’s clinical and administrative staff to understand and support operational needs.
• Provide regular updates to IBCC management regarding procurement status, challenges, and opportunities.

Qualifications:

• Familiarity with FQHC operations and regulatory requirements is strongly preferred.

 Skills and Competencies:

• Strong negotiation and vendor management skills.
• Excellent organizational and multitasking abilities.
• Proficiency in purchasing software and Microsoft Office Suite (Excel, Word, etc.).
• Knowledge of healthcare supplies, equipment, and services.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and manage multiple priorities.

Physical Demands:

• Ability to sit for extended periods and perform computer-based tasks.
• Occasionally lift and carry items up to 25 pounds.

Work Environment:
This position is based at Imperial Beach Community Clinic and may require occasional visits to vendors or other clinic sites.

Compensation:
Salary is commensurate with experience and qualifications. IBCC offers a comprehensive benefits package in alignment with FQHC guidelines, including medical, dental, and vision insurance, paid time off, and retirement plan options.

Requirements

 Education: Bachelor’s degree in Business Administration, Supply Chain Management, or a related field preferred. Equivalent experience may be considered.

Experience:

• Minimum of 2 years of purchasing or procurement experience, preferably in healthcare or FQHC environments.

Valid driver's license and reliable transportation. 

Legal requirements: Authorization to work in the U.S.