Procurement Specialist (Invoice/Reconciliation/SAP/Purchase) (Pharma/Medical Device/Healthcare)

Location: Onsite / Hybrid Schedule

Should be in office (Tue, wed and Thu) (Shift timings 8 AM - 5 PM)

Mon and Fri will be Work from Home

Contract: 1 year - based on performance and business needs

Length of Contract: One year with possible extensions

Location/Site: Lake County

Remote, 100% Onsite, or Hybrid Onsite Schedule: Hybrid Onsite Schedule

• Not looking for some one with T codes exp in SAP
• Knowledge and understanding of contracts will be fine
• not looking for contracts exp
• Enter contracts in to the system
• Candidate will be working on 10-15 cases in a day
• Must have pharma background
• Reconciliation work
• When study is closed this team does reconciliation to close studies
• When contracting teams creates their contracts this team will create the PO
• Manage the clinical payments process
• High possibilities of extension
• Team of 15 people
• Masters degree will work
• Manage invoice issues for both vendor and sites
• Resolving PO issues
• Manage issues that may arise in paying invoice
• Clinical background needed
• Some understanding on clinical trials
• Should be able to respond to e mails with in 2-3 business days
• QC review of the contracts
• Will not be writing contracts should know how to read contracts and should be familiar with contracts
• SAP is a must have (knowledge)
• Not looking for an accountant as this job does not involve journal entries

Top Skills

• Invoice
• Reconciliation
• Knowledge and understanding of contracts
• SAP
• Purchase Order
• Procurement exp

What are the top 3-5 skills, experience or education required for this position:

• Bachelor’s Degree with a minimum of 1 year of relevant experience or High School diploma or equivalent with minimum of 5 years relevant experience.
• Must be able to use critical thinking skills to work independently under minimal direction to evaluate, manage, & prioritize responsibilities. Strong understanding of the overall Global Clinical Study process is preferred.
• Must be proficient in computer skills including MS Office with ability to learn new software/technology quickly. Strong knowledge of standard business procedures including contracting, finance, and budgeting.
• Can operate in a very fast paced and changing environment, with the ability to pivot from task to task in a calm, effective and efficient manner
• Ability to effectively communicate (verbally and written) with internal and external stakeholders

Years Experience: 5+ yrs.

• Fresh graduate also considered
• Lake County candidates Preferred

Skills:

• Strong computer (excel) skills to work with complex databases

Education:

• BA Degree

Duties:

• Responsible for maintaining essential contract documents/data in the contract database to be in compliance with Corp. Purchasing, Finance, & OEC Compliance policies.
• Must be able to use critical thinking skills to work independently under minimal direction from management to evaluate, manage, & prioritize contract processing tasks from pre-negotiated contracts through completion.
• Work with Clinical teams, Clinical Analysts, appropriate departmental team members & resources, and functional areas to maintain the flow of Purchase Order Payment Requests using the designated invoice screening/tracker database, and systems.
• Maintain payments and historical entry in database to allow for accurate reporting.
• Interpretation of clinical contracts and payment terms is required.

Core Job Responsibilities:

• Responsible for compliance with applicable Corporate & Divisional Policies & procedures. Demonstrates operational knowledge of the applicable SOPs & practices required to effectively process clinical contracts.
• Responsible for the audit and financial reconciliation of clinical study trial vendor contracts utilizing various financial systems to summarize and consolidate payment history.
• Performs ongoing contract entry for all executed contracts.
• Primary interface with Clinical teams and other functional groups for payment-related activities. Assisting in the identification of payment discrepancies and propose resolutions and strategies to avoid them in the future.
• Coordinate payment timelines between Payment Specialists and other functional areas.
• Uses available databases and resources related to EDC database(s) in order to set-up payments in departmental database / system; May enter contract data into departmental database / system.
• Communicate status to management including proposing recommendations for issue resolution.
• Responsible for producing accurate and high-quality payments and reports in a timely manner.
• Investigate and resolve issues that arise independently or with minimal oversight.
• Coordinates clinical trial payments ensuring payments are properly processed within specified timelines including timely distribution of incoming invoices and tracking into appropriate databases.
• Provides guidance/information & answers to technical & non-technical questions regarding contracting process.

Position Scope:

• Requisition processing of vendor agreements and Clinical Study Agreements (CSA) into contracting database, including a solid understanding of any auditable documentation needed for payment processing. Recognize & resolve vendor management issues to maintain system integrity (e.g., wrong supplier chosen by requisitioner).
• Processing of monthly electronic data capture (EDC) invoices for CSAs operating in trials.
• Verification of patient activity performed for each agreement when processing invoices.
• Independently investigate and resolve clinical trial vendor or site payment disputes.

Qualifications:

List required and preferred qualifications (up to 10). Include education, skills, and experience.

• High School diploma or equivalent with minimum of 5 years relevant experience or an Associate’s Degree with 2 years relevant experience or a Bachelor’s Degree with a minimum of 1 year of relevant experience.
• Strong math, communication skills and experience with MS Excel and database entry necessary. Prefer experience in clinical research, Finance, Outsourcing, Accounts Payable, or equivalent.
• Strong knowledge of standard business procedures including contracting, finance, and budgeting.
• Exercise appropriate judgment when prioritizing work tasks; Demonstrated ability to successfully manage projects to completion consistent with stated turn-around times and / or deadlines. Demonstrates analytical and critical thinking skills.
• Operates independently and with minimal oversight.
• Strong understanding of the overall Global Clinical Study process is preferred; Demonstrates developing knowledge of a clinical study protocol and ability to translate it into contractual payment terms.
• Must be proficient in computer skills including Microsoft Office and have the ability to learn new software/technology quickly; knowledge of client systems and procedures (i.e. SAP, RAVE Electronic Data Capture, MIDAS, Quantum, Qlik, COMPASS etc.), including a thorough understanding of the payments process and systems is preferred.
• Must have attention to detail and the ability to recognize and work with manager to resolve computational and contractual errors in contracts and invoices.
• Well-developed communication skills and effective interaction with professionals, external sites, and vendors.

Job Type: Contract

Pay: $22.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance

Education:

• Bachelor's (Preferred)

Experience:

• Procurement: 2 years (Preferred)
• purchase order: 2 years (Preferred)
• Reconciliation: 2 years (Preferred)
• invoice: 2 years (Preferred)
• SAP: 2 years (Preferred)
• contract management: 2 years (Preferred)

Ability to Commute:

• North Chicago, IL 60064 (Preferred)

Work Location: In person