PURCHASING SPECIALIST
MINIMUM 2 YEARS EXPERIENCE REQUIRED
CERTIFIED COMMUNITY BEHAVIORAL HEALTH CLINIC
Job Description
Summary of Responsibilities
The Purchasing Specialist is responsible for coordinating and administering purchasing and procurement activities for Mountain Lakes Behavioral Healthcare (MLBH). The position serves as the central point for purchase requests, competitive pricing, vendor coordination, purchase order issuance, procurement documentation, and verification that goods and services are received as ordered. The position ensures purchases are consistent with approved budgets, agency policies, internal controls, applicable Alabama requirements, federal procurement standards under 2 CFR Part 200, Alabama Department of Mental Health (ADMH) fiscal requirements, Generally Accepted Accounting Principles (GAAP), and Certified Community Behavioral Health Clinic (CCBHC) standards.
To preserve proper segregation of duties, this position does not authorize payments, prepare or sign checks, reconcile bank accounts, or perform cash-disbursement functions assigned to Accounts Payable or other designated financial staff.
Key Responsibilities
- Coordinate purchasing and procurement activities throughout the organization and serve as the primary contact for purchase requests.
- Review purchase requests for completeness, accuracy, funding source, cost center or program code, budget availability, and required supporting documentation.
- Ensure all required approvals are obtained before issuing a Purchase Order.
- Issue and maintain sequential control of Purchase Orders and monitor open orders through completion.
- Ensure purchases comply with MLBH purchasing policies, approved budgets, Alabama competitive-bid requirements, ADMH requirements, and applicable federal procurement standards.
- Obtain price quotations and competitive bids as required by agency policy or funding-source requirements, including at least three competitive quotes when applicable.
- Perform or document cost and price analyses when required for federally funded purchases.
- Evaluate vendors based on price, quality, delivery, service, regulatory compliance, and ethical business practices, and recommend the vendor providing the best overall value.
- Maintain an approved vendor database; verify vendor information; and coordinate required vendor onboarding documentation.
- Establish professional working relationships with vendors and resolve issues involving pricing, delivery, damaged goods, billing discrepancies, incorrect shipments, or incomplete orders.
- Prepare Purchase Orders containing accurate vendor information, Purchase Order number, cost center or program code, item descriptions, quantities, unit costs, total costs, and approval documentation.
- Maintain complete electronic and paper procurement records in accordance with audit, record-retention, and funding-source requirements.
- Coordinate verification that goods and services received match the applicable Purchase Order and receiving documentation.
- Ensure the Purchase Order, receiving documentation, and invoice are properly matched before forwarding the completed procurement packet to Accounts Payable.
- Monitor vendor performance and recommend corrective action or alternative vendors when performance is unsatisfactory.
- Monitor purchasing activity for unusual trends, potential budget overruns, or procurement risks and promptly notify the Business Manager.
- Assist departments in identifying cost-effective purchasing options and standardized purchasing opportunities.
- Safeguard confidential procurement and vendor information and report suspected fraud, conflicts of interest, or procurement irregularities immediately.
- Provide procurement documentation and assistance during internal reviews, external audits, monitoring visits, and grant reviews.
- Use agency accounting and procurement systems, maintain electronic approval workflows, and generate purchasing reports as requested.
- Encourage environmentally responsible purchasing and consideration of local vendors when practical, cost-effective, and consistent with procurement requirements.
- Perform other related duties as assigned.
Supervisor
Reports directly to the Business Manager.
FLSA Status- Non-Exempt
Required Qualifications
- High School Diploma.
- At least two (2) years of experience in purchasing, procurement, accounting, finance, or governmental purchasing.
- Experience in a nonprofit, healthcare, behavioral health, governmental, or federally funded environment is preferred.
- Working knowledge of purchasing principles, competitive procurement, Purchase Order systems, vendor management, internal controls, budget monitoring, and records required for audit review.
- Ability to interpret purchasing policies and regulatory requirements, analyze price quotations and vendor proposals, and identify procurement risks.
- Ability to organize and prioritize multiple purchasing requests, maintain accurate documentation, meet deadlines, and work independently while maintaining compliance.
- Strong interpersonal and written communication skills, sound judgment, confidentiality, and proficiency with computer applications and electronic record systems.
Relationship to MLBH Financial Controls
This position supports MLBH Policies 3.2, Cash Disbursements, and 3.3, Purchasing, by serving as the central procurement function; obtaining approvals before Purchase Orders are issued; maintaining procurement documentation; coordinating three-way matching of the Purchase Order, receiving documentation, and invoice; and remaining separate from payment authorization, check preparation, check signing, reconciliation, and cash-disbursement functions.
Job Type: Full-time
Pay: $19.41 - $27.63 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Purchasing: 2 years (Required)
License/Certification:
- Driver's License (Required)
Work Location: In person
