Procurement & Supply Spclt I

LOCATION: KONA COMMUNITY HOSPITAL | Purchasing & Stores POSITION STATUS: 1.00 | Permanent SALARY RANGE: BU13 | SR16 SALARY RATE: $50,916 - 72,516 (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. Procurement Assistant 1. Participates in contract technical reviews, cost reviews, contract negotiations, and proposal and bid evaluations. 2. Coordinates with HHSC legal counsel in reviewing and analyzing the legal sufficiency of developing or pending contracts. 3. Participates in the development, preparation, and coordination of contract award documents. C. Other Duties 1. Works cooperatively with other staff members, departments, and ancillary services and off-campus support services. 2. Assists as directed during emergencies (e.g., disasters, codes, etc.). 3. Participates in activities of the department, i.e., Joint Commission Readiness, Safety, Disaster, Performance Improvement, and Infection Control as required and assigned. 4. Attends and/or conducts meetings as required and participates on committees as directed. 5. Follows all West Hawaii Region, HHSC, and other governing agency policies and procedures. 6. Maintains strict confidentiality of all facility and facility-related employee and patient information. 7. Performs other related duties as assigned. THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week. Other information: Basic Education/Experience Requirement: Graduation from an accredited four (4) year college or university with a bachelor's degree. Excess work experience as described under the Specialized Experience, below, or any other progressively responsible administrative, professional or analytical work experience which provided knowledge, skills and abilities comparable to those acquired in four (4) years of successful study while completing a college or university curriculum leading to a baccalaureate degree may be substituted on a year-for-year basis. To be acceptable, the experience must have been of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities. The education or experience background must also demonstrate the ability to write clear and comprehensive reports and other documents; read and interpret complex written material; and solve complex problems logically and systematically. Specialized Experience: None required. Supervisory Experience: None required. Knowledge of: English grammar, punctuation, and word usage; arithmetic; report writing. Ability to: Learn the principles and practices of governmental purchasing and supply functions; gather, analyze and evaluate facts and data, make inferences, draw conclusions and recommend sound alternatives for action consistent with facts, circumstances, guidelines, etc.; learn to conduct effective interviews; speak clearly and effectively; prepare clear, complete, concise reports; maintain effective working relationships. ALL CIVIL SERVICE JOB VACANCIES WILL BE POSTED FOR A MINIMUM OF TEN (10) CALENDAR DAYS The Hawaii Health Systems Corporation is an equal opportunity employer and complies with applicable state and federal laws relating to employment practices QUALITY OF EXPERIENCE:Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications. MERIT OR CIVIL SERVICE SYSTEM:You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted. CITIZENSHIP AND RESIDENCE REQUIREMENT:Applicants must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under the federal law for unrestricted employment and at the time of appointment intend to reside in the State of Hawaii during the course of employment with the Hawaii Health Systems Corporation. VETERAN’S PREFERENCE:If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service. HEALTH AND PHYSICAL REQUIREMENTS: Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodations should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship. MEDICAL/PHYSICAL EXAMINATION REQUIREMENT:Offers of employment will be contingent on successfully passing a pre-employment physical examination, which includes drug screen and other regulatory medical requirements such as, but not limited to, two-step tuberculosis (TB) screen. The cost for physical examinations, except the cost for drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation. CRIMINAL/BACKGROUND, CREDENTIALING CHECKS:Applicable checks will be conducted periodically, and any associated costs may be borne by the applicant. Applicable checks may include, but are not limited to, state and federal criminal history records, child abuse and neglect registry check, adult protective services registry and sex offender registry records, etc. If a job offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks. IMPORTANT APPLICATION/EMPLOYMENT INFORMATION Administrative Review, subsequent appeals: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete aRequest for Administrative Reviewform (available on the HHSC website) or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include: 1) The job title(s) and recruitment number(s), 2) the specific reason(s) you are requesting the review noting if there is statute or rule violation, and 3) any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Compliant and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board. Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at (808) 322-4458, konajobs@hhsc.org.