Staff Accountant

KEY RESPONSIBILITIES

• Procurement Management: Source, negotiate, and purchase medical equipment, supplies, research materials, and general office supplies.
• Review and process purchase orders, purchase requests and all other applicable outflows of cash, ensuring all required approvals are obtained.
• Maintain an organized system of records for all procurement activities and documentation.
• Perform regular reconciliations of purchasing activity and related accounts within Sage Intacct.
• Vendor Relations: Develop and maintain strong relationships with suppliers, manufacturers, and vendors to ensure favorable pricing and timely delivery.
• Evaluate vendor performance and recommend improvements or alternative suppliers as needed.
• Resolve any procurement-related issues or discrepancies with vendors.
• Compliance and Budget Management: Ensure that all purchasing activities comply with OCOM policies and ethical standards.
• Monitor and manage the purchasing budget, ensuring purchases align with the financial guidelines.
• Aid in preparing and maintaining department budget reports and forecasts related to purchasing activities.
• Inventory and Supply Chain Management: Maintain accurate inventory levels and manage stock replenishment for medical supplies, research materials, and equipment.
• Collaborate with departments to anticipate future supply needs and avoid shortages.
• Assist in managing the logistics for timely delivery of ordered items.
• Collaboration with Departments: Work closely with medical faculty, researchers, and administrative staff to identify purchasing needs.
• Support and guide departments regarding procurement procedures and requirements.
• Collaborate with the finance and accounting teams to ensure accurate financial records and compliance with purchasing guidelines.
• Reporting and Documentation: Prepare regular reports on purchasing activities, accounts payable aging, expenditures, and vendor performance.
• Lead monthly departmental actual to budget meetings.
• Ensure that all procurement processes and decisions are documented properly for auditing and compliance purposes.
• Maintain up-to-date files on contracts, agreements, and purchase orders.
• Process Improvement: Continuously evaluate and improve the purchasing process to enhance efficiency and cost-effectiveness.
• Research and recommend new tools or systems to streamline procurement and inventory management.

QUALIFICATIONS

• A bachelor's degree in business administration or a related field is preferred.
• At least 1-2 years of experience in purchasing, procurement, or supply chain management, preferably in a healthcare or academic setting.
• Understanding of procurement procedures, healthcare regulations, and inventory management.
• Familiarity with purchasing software and tools is preferred.

Skills

• Strong organizational and time management skills.
• Excellent communication and negotiation skills.
• Detail-oriented with the ability to handle multiple tasks simultaneously.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite and procurement software.
• Proficiency in Google Workspace and with Apple/Mac products.