Requisition Team Member

TX-HHSC-DSHS-DFPS • Austin, TX

3d • $4,300 - $4,800 • Hybrid

About The Position

As a member of the Requisition Team in the Laboratory Business Operations Unit, provides administrative and technical procurement assistance to staff and leadership within the Public Health Laboratory Division by processing purchase requests. Functions as a liaison between the DSHS Public Health Laboratory Division and both internal and external parties. Maintains a high-volume shared email inbox and responds to customer and vendor inquiries. Provides consultative assistance and highly technical procurement and accounting expertise to staff and leadership within the Laboratory. Performs reporting and tracking duties related to purchasing and expenditures. Responds to invoice inquiries to ensure prompt payment of invoices.

Requirements

• At least 2 years of experience in customer service.
• Experience in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience in performing data entry.
• Experience in supporting or performing purchasing, accounting, or contracts.
• Knowledge of agency accounting processes and systems used with experience specific to purchasing (procurement) and accounting.
• Knowledge of purchasing statutes, rules, regulations, and HHSC and DSHS policies.
• Knowledge of laboratory organizations.
• Ability to anticipate, analyze and solve problems.
• Ability to communicate effectively, both verbally and in writing.
• Ability to be an effective team member and foster cooperation across program and agency areas.
• Ability to make accurate arithmetical computations and detect discrepancies.
• Ability to provide training and technical assistance on purchasing procedures to others.
• Skill in prioritizing workflow, handling multiple tasks, and meeting deadlines.
• Skill in effective decision-making and negotiation.
• Skill in the use of standard office equipment and software applications (Microsoft Outlook, Word, Excel, etc.).
• Skill in filing and accurate record keeping.
• Skill in information retrieval and research.
• Skill in organization and time-management
• Skill in maintaining complex records and preparing accurate reports.

Nice To Haves

• Prefer experience in working in a fast-paced or high-volume work setting.
• Prefer experience in serving as a liaison in the HHS Enterprise between program areas, customers, and external parties.
• Prefer experience in utilizing agency purchasing systems (CAPPS Financials).
• Prefer experience in prioritizing work.
• Prefer experience in processing purchase requests (requisitions).
• Prefer experience or education in using or transcribing medical and chemical terms.

Responsibilities

• Provides administrative and technical procurement assistance to staff and leadership within the Laboratory by the daily collection, analysis and data entry of requisitions into CAPPS Financials to obligate Laboratory funding and ensure availability of laboratory supplies, equipment and services that are critical for daily operations.
• Creates, reviews, proofs, and edits procurement documentation for adherence to laboratory, agency and enterprise policies and procedures.
• Functions as a liaison between the DSHS Public Health Laboratory Division and other entities including (but not limited to) vendors, HHSC Procurement and Contracting Services (PCS), DSHS Budget Office, DSHS Accounts Payable, DSHS Contract Management Section (CMS) and HHSC Asset Management.
• Researches supply and equipment purchase order information related to vendors, supply and service prices and budget coding for requisitions, as needed.
• Verifies purchase orders, contracts, and requests are accurate, appropriate, and correct.
• Maintains and consolidates any related purchasing and procurement correspondence and retains on file.
• Coordinate the use of ProCard for purchases, as needed.
• Maintains Laboratory Accounting inbox and responds to customer and external inquiries.
• Provides consultative assistance and highly technical procurement and accounting expertise to staff and leadership within the Laboratory.
• Assist in the development and implementation of training and informational materials to Laboratory staff for procurement and accounting activities.
• Assist in the development of procedures related to the standardization of procurement and accounting processes.
• Performs special assignments and projects as given by manager.
• Performs reporting and tracking duties related to purchasing, including periodic and ad hoc requisition reports, purchase order adjustments, monitoring open encumbrances, and analyzing invoice amounts.
• Communicates with lab staff to enter additional requisitions with amounts are low.
• Regularly utilizes online queries available from existing agency systems (e.g., CAPPS Financials); uses results to answer questions from customers.
• Analyzes expenses and trends related to laboratory purchasing activities to ensure compliance with all applicable rules, regulations, and policies.
• Recommends improvements as needed.
• Responds to invoice inquiries to ensure prompt payment of invoices.
• Liaises with Accounts Payable (AP) staff to avoid late payments or account delinquency.
• Reconciles invoices and disputes discrepancies in invoices as appropriate.
• Attends work on a regular and predictable schedule in accordance with agency leave policy.
• As per DSHS Policy, other duties as assigned include but are not limited to 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. Such participation may require a shift pattern assignment and/or location.

Benefits

• 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