Finance and Purchasing Coordinator

TX-HHSC-DSHS-DFPS • Austin, TX

3d • Onsite

About The Position

The finance coordinator performs advanced (senior-level) consultative services and technical assistance work. Work involves performing complex program management, fiscal and procurement responsibilities, forecasting, and analysis for the Pharmacy Unit. Serves as back-up to the Analysis and Finance team lead. Responsible for HIV, STD, and TB drug purchases, monitoring expenditures, and maintaining appropriate inventory. Provides consultative guidance and technical assistance to staff and stakeholders. Implements new procedures to accomplish necessary tasks using the federal and state immunization systems. Recommends new processes and procedural changes related to legislation, changes in program requirements, and ongoing process improvement methods. Provides data analysis and routine or special reports for Performance Measures, grants, and state legislative requests. Assists in maintaining communication with key stakeholders. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of public health program practices, principles, and techniques.
• Knowledge of state and federal purchasing practices, requirements, and equipment including CAPPS Financial.
• Knowledge of data analysis and reporting.
• Extensive PC skills including Microsoft Word, Excel, PowerPoint, and Outlook.
• Skill in developing written materials and training.
• Skill in developing electronic reports from databases.
• Skill in responding to customer inquiries and handling difficult customers in a tactful manner.
• Skill in arithmetic, English grammar, and spelling.
• Skill in training others.
• Ability to gather and analyze data and facts, and to devise solutions to problems.
• Ability to function independently with minimal supervision and use good judgement.
• Ability to communicate processes and procedures clearly and effectively to others.
• Ability to use independent judgment and to plan, organize and coordinate work assignments to meet deadlines.
• Ability to establish effective working relationships with supervisory personnel, co-workers and health professionals.
• Ability to effectively communicate (both orally and in writing) processes and procedures.
• Ability to proofread, edit and compile reports and ensure accuracy.
• Experience in state and federal purchasing practices and requirements, including CAPPS Financial required.
• Experience in gathering and analyzing data, to devise solutions to problems required.

Nice To Haves

• Experience with Microsoft Word, Excel, PowerPoint, and Outlook preferred.
• Experience in public health program practices, principles, and techniques preferred.

Responsibilities

• Oversees the performance of the funding and ordering processes related to HIV, STD, and TB medication accountability and management in the Pharmacy Unit.
• Oversees and monitors performance reports related to drug purchasing and forecasting and expenditure tracking for the Pharmacy.
• Recommends appropriate process and policy change.
• Ensures drug availability and funding projections are adjusted throughout the month to account for order fluctuations.
• Oversees and submits medication accountability reports monthly.
• Oversees daily and special drug orders according to state and federal guidelines.
• Processes orders as necessary for shipment to/from the vaccine distributor and providers.
• Oversees the Pharmacy HIV, STD, and TB inventory to maintain recommended stock levels.
• Ensures data is appropriately maintained in the CAPPS Financial (CAPPS FIN).
• Works with various internal stakeholders regarding drug contracts, drug purchasing, inventory issues, and the Pharmacy Inventory Management System (PIMS) software.
• Oversees the Pharmacy purchasing, management, and allocation process.
• Assists and leads division projects related to priority initiatives, HR, workflows, and process improvements.
• Tracks status and complies reports for the ADC.
• Works with HIV, STD, and TB programs to request appropriate quarterly and yearly budget allotments based on trends.
• Maintains accurate and up-to-date data on expenditures and balances by vaccine type and fund.
• Ensures budgets are spent appropriately throughout the year in accordance with state and program guidelines.
• Serves as back-up to the Analysis & Finance group team lead.
• Provides consultative services and technical assistance.
• Analyzes current operations and determines need for improvements in work systems and procedures.
• Provides consultative guidance and technical assistance to staff in the integration of new methods to accomplish necessary tasks using CAPPS Financials, Pharmacy Inventory Management System, and Microsoft Excel.
• Provides data for performance measures, grants, and state legislative requests including exceptional item requests.
• Responds to data inquiries regarding ordering, shipping, and inventory trends.
• Provides data analysis, cost estimates, and reports as requested.
• May assist with meetings, trainings, and developing policy/procedure manuals as needed.
• Actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees