Finance And Purchasing Coordinator

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Onsite

About The Position

Under the direct supervision of the Pharmacy Director, the finance & purchasing coordinator performs advanced (senior-level) consultative services and technical assistance work. Work involves performing complex program budget management, fiscal and procurement responsibilities, forecasting, and analysis for the Pharmacy Unit. Responsible for drug purchases, monitoring expenditures, and maintaining appropriate inventory. Collaborates with the Infectious Disease Prevention Division (IDP) sections and other stakeholders on medication orders and expenditure tracking. Develop and implement internal procurement policies and procedures. Analyses financial data, information, and applicable spending plans. Evaluates and monitors the unit’s assets and liabilities. Audits tracking documents for accuracy and compliance with departmental policies and procedures, and state and federal statutes. Prepare periodic analyses of PO balances and expenditures, and prepare technical reports on estimates, cost data, and budget items. Provides data analysis and routine or special reports for Performance Measures, grants, and state legislative requests. 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.
• Knowledge of generally accepted accounting principles and procedures.
• Extensive PC skills, including Microsoft Word, Excel, Access, PowerPoint, and Outlook.
• Skill in developing written materials and training.
• Skill in developing electronic reports from databases.
• Skill in developing and tracking program budgets.
• 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 good judgment.
• 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 communicate processes and procedures effectively (both orally and in writing).
• Ability to proofread, edit, and compile reports and ensure accuracy.
• Ability to work effectively with others.
• Ability to serve as a lead worker providing direction to others.
• Bachelor’s degree preferred. Experience in may substitute for education on a year-for-year basis.
• PC skills, including Microsoft Word, Excel, Access, PowerPoint, and Outlook required
• Experience with state and federal purchasing practices, requirements, and equipment, including CAPPS Financial required.

Nice To Haves

• Experience in human resources, project management, and organizational development is preferred.

Responsibilities

• Monitor program budget management, fiscal and procurement responsibility, forecasting, and analysis for 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 medication inventory to maintain recommended stock levels.
• Ensures data is appropriately maintained in the CAPPS Financial (CAPPS FIN) and associated tracking systems (i.e. Excel).
• 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.
• Works with IDP 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 the 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 participate in the Pharmacy Unit Annual Inventory.
• 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