Procurement & Supply Specialist I

LOCATION: KONA COMMUNITY HOSPITAL | Purchasing & Stores POSITION STATUS: 1.00 | Permanent SALARY RANGE: BU13 | SR16 SALARY RATE: $52,416-$74,652 (Annual Salary) based on the FTE JOB DUTIES: The function of the Purchasing and Stores unit is to coordinate, monitor, disburse, and standardize the procurement of supplies, equipment, and services necessary for the operation of the West Hawaii Region; maintain the inventories of supplies and equipment for KCH; account for the payment, disbursements, vouchers, and reports to the Fiscal Services Section for the West Hawaii Region. The Procurement and Supply Specialist I plays a crucial role in supporting the day-to-day operations of the Purchasing and Stores unit. This position involves a variety of tasks, ranging from clerical duties such as data entry and record-keeping to more technical responsibilities, including processing purchase orders and managing inventory. The specialist works closely with department managers, administrative staff, and external vendors to develop, execute, and manage contracts for a wide range of goods, supplies, and services. The role requires flexibility, as it may involve working shifts, weekends, and holidays to ensure the smooth operation of procurement activities. MAJOR DUTIES & RESPONSIBILITIES A. Procurement Responsibilities 1. Assists the manager and works with a variety of vendors, requestors, physicians, department managers, and staff in the development and execution of contracts, agreements, and supplemental extensions as required for the West Hawaii Region. Assists with the writing of necessary documentation. Scans, copies, emails, mails, or faxes documents as needed. 2. Creates and updates contract files (Physical files and web-based Corporate Contract Management System) with current documents and assists Contract Managers with status report maintenance. 3. Works with the user or requester to complete the HHSC Purchase Requisition (PR) with supporting documentation. Tracks the approvals of PRs and supporting documentation for the West Hawaii Region and HHSC Corporate Contract Management Office. 4. Recommends purchase transactions within preset thresholds. 5. Analyzes results of formal bids and recommends award to the lowest bid and/or best value. 6. Researches a variety of goods and services for the West Hawaii Region, using formal and informal methods. 7. Utilizes online cost analysis tools and any other method available to conduct product evaluation and cost-effectiveness. 8. Advises department managers and administrative staff of appropriate procurement procedures required by the HHSC Procurement Policies and Procedures as they pertain to specific procurement actions. 9. Meets with vendors/contractors to discuss product/service specifications. 10.Keeps abreast of all Federal, State, and other regulatory agencies, laws, rules, and regulations that govern public procurement. 11.Is a liaison to all requestors, assisting in developing justification for sole source, exemptions, and/or emergency purchasing requirements and obtaining price quotes. 12.May be assigned to work in collaboration with department managers in the West Hawaii Region on specific projects. 13.Posts notices to the web-based Procurement Page. 14.Contacts Hospital Technical Representatives, vendors, and contractors for information, uses Microsoft Office Outlook Tasks and Calendar to ensure timely follow-up and completion of all necessary actions. If matters cannot be resolved, proactively escalates issues to cognizant Contract Managers. 15.Date stamps incoming mail for contract files, assists in the completion of contract routing forms as information and compliance documents are received. 16.Notifies appropriate Contract Managers when the file is complete and ready to be filed or if additional assistance with the file is necessary. 17.Ensures that contract documents are signed, notifies the appropriate contractor and/or administrative staff if documents are not complete. B. Proc…

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