Finance - Purchasing_Receiving Clerk

San Diego American Indian Health Center•San Diego, CA

3d•Onsite

About The Position

The Purchasing & Receiving Clerk is responsible for coordinating and processing purchasing activities for the San Diego Community Health Center (SDCHC) in support of daily clinic operations and Federally Qualified Health Center (FQHC) requirements. This position ensures timely procurement of medical, dental, office, and operational supplies while maintaining accurate purchasing records, monitoring inventory levels, and supporting compliance with organizational policies, grant requirements, and applicable federal, state, and local regulations. The Purchasing & Receiving Clerk works collaboratively with department leaders, vendors, Finance, and Operations to ensure cost-effective purchasing practices, continuity of patient care operations, and appropriate inventory management for SDCHC programs and services.

Requirements

High school diploma or equivalent required.
Knowledge of purchasing and inventory control procedures.
Ability to maintain accurate records and documentation.
Strong organizational skills and attention to detail.
Excellent time management and prioritization skills.
Ability to communicate professionally verbally and in writing.
Ability to work independently and collaboratively in a fast-paced healthcare environment.
Proficient computer skills, including Microsoft Office applications and inventory/purchasing systems.
Ability to maintain confidentiality and exercise sound judgment.
Ability to establish and maintain effective working relationships with vendors, staff, and leadership.
CPR/ BLS certification: Maintain a current Basic Life Support (BLS) certification issued by the American Heart Association (AHA), the American Red Cross, or an equivalent organization. Certification must include an in-person, hands-on skills assessment. Online-only certifications are not accepted.
Annual background checks: Consent to annual background checks as a condition of continued employment, to ensure compliance with organizational standards and eligibility requirements.
For-Cause Drug Screening: Comply with drug screening requirements when initiated by the organization for cause, to support a safe, compliant, and drug-free workplace (including marijuana).
Ongoing Compliance Requirements: Maintain up-to-date compliance with all required annual renewals, including professional licenses, certifications, physical examinations, TB testing, and mandatory regulatory trainings as assigned by the San Diego Community Health Center (SDCHC).
Ability to sit, stand, walk, bend, and reach throughout the workday.
Ability to lift and carry supplies up to 25 pounds occasionally.
Ability to use computers, phones, printers, and standard office equipment for prolonged periods.
Ability to organize and prioritize workload effectively under deadlines.
Ability to maintain attention to detail and accuracy in a fast-paced environment.

Nice To Haves

Associate degree in Business Administration, Accounting, Supply Chain, or related field preferred.
Experience in healthcare, community health center, tribal health, or FQHC environment preferred.
Familiarity with Community Health Clinics and/or Indian Health Clinics.
Knowledge of basic accounting and invoice reconciliation practices is preferred.

Responsibilities

Process purchase requests, purchase orders, and supply requisitions in accordance with SDCHC purchasing procedures and approval workflows.
Coordinate procurement of medical, dental, office, facility, and program supplies.
Obtain pricing quotes and compare vendors to ensure cost-effective purchasing practices.
Communicate with vendors regarding pricing, availability, delivery schedules, back orders, and discrepancies.
Ensure purchases align with approved budgets, grant requirements, and operational needs.
Maintain accurate purchasing documentation, invoices, packing slips, and procurement records.
Assist with vendor setup and maintain current vendor contact information and files.
Monitor supply usage trends and assist departments in preventing shortages or overstocking.
Maintain inventory tracking systems for clinic and operational supplies.
Conduct routine inventory counts and reconcile discrepancies.
Coordinate delivery, receipt, and distribution of supplies to departments.
Ensure proper storage and organization of supplies in compliance with safety and infection control standards.
Monitor expiration dates for applicable supplies and notify leadership of concerns.
Assist with emergency supply coordination and operational continuity planning.
Review invoices for accuracy and ensure supporting documentation is complete.
Collaborate with the Finance Department regarding invoice processing, discrepancies, and payment follow-up.
Maintain organized procurement and inventory files in accordance with SDCHC retention requirements.
Prepare purchasing and inventory reports as assigned.
Support audits, compliance reviews, and grant documentation requests as needed.
Ensure purchasing activities comply with SDCHC policies, HRSA/FQHC requirements, grant regulations, and internal controls.
Maintain confidentiality of organizational and financial information.
Support organizational initiatives related to operational efficiency and process improvement.
Participate in required trainings, meetings, and compliance activities.
Perform other duties as assigned to support business operations and patient care services.
Actively supports, promotes, and demonstrates the Mission, Vision, and Core Values of the San Diego Community Health Center (SDCHC).
Provides professional, courteous, and responsive internal and external customer service at all times.
Consistently demonstrates SDCHC ’s Standards of Customer Service, including Compassion, Positive Attitude, Effective Communication, Professional Appearance, Sense of Ownership, and Teamwork.
Participate in required customer service training and ongoing professional development opportunities.
Promotes a positive image of SDCHC through professional interactions, accountability, and commitment to high-quality service.
Contributes to the success of SDCHC by actively participating in quality improvement and performance improvement initiatives.
Complies with all SDCHC policies, procedures, and regulatory requirements while supporting the implementation of new processes and organizational initiatives.
Participates in and supports continuous quality improvement activities as directed by clinic leadership to enhance patient care, operational efficiency, and compliance standards.
Ensures compliance with all applicable regulatory requirements, organizational policies, and procedures related to workplace safety and safe work practices.
Participates in infection prevention and control efforts through the appropriate use of infection control protocols during patient care and staff interactions.
Maintains compliance with safety and regulatory standards related to physical workspaces, equipment, and supplies.
Properly utilizes all required equipment, tools, and personal protective equipment (PPE) to promote a safe working environment.
Immediately reports unsafe conditions, incidents, hazards, or safety concerns to appropriate leadership in accordance with SDCHC policies and procedures.
Maintains the privacy, confidentiality, and security of all patients, employees, volunteers, and organizational information in accordance with applicable laws, regulations, and SDCHC policies. Accesses confidential information strictly on a need-to-know basis for legitimate business purposes only.
Ensures compliance with all applicable regulatory, corporate integrity, confidentiality, and security requirements, and promptly reports any suspected unethical, fraudulent, unlawful, or non-compliant activity.
Demonstrates professionalism and upholds the highest ethical standards in all workplace interactions and responsibilities.