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Outreach Community Health Centers · 1 day ago

Purchasing & Administrative Clerk

Milwaukee, WI

Full-time

Onsite

Entry, Mid Level

2+ years exp

Outreach Community Health Centers, Inc. is seeking a Purchasing Clerk to serve as the primary procurement coordinator. This role involves processing purchase orders, managing vendor relationships, and ensuring compliance with organizational policies and grant requirements.

Health CareMedicalNon Profit

Responsibilities

Process all purchase orders through the accounting system

Review purchase requisitions from departments for completeness, accuracy, and proper authorization

Verify budget availability and proper account coding before creating purchase orders

Obtain required approvals in accordance with organizational purchasing policies

Generate and distribute purchase orders to vendors via email, fax, or vendor portals

Track open purchase orders and follow up with vendors on delivery status

Update accounting system to reflect receipts of goods and services

Work directly with clinical, administrative, and operational departments to understand their purchasing needs

Serve as primary point of contact for purchasing questions and requests

Assist departments in identifying appropriate vendors and products

Provide guidance on purchasing procedures and policy requirements

Communicate delivery timelines and any issues affecting order fulfillment

Coordinate with receiving departments to confirm successful delivery and acceptance of goods

Establish and maintain positive working relationships with vendors and suppliers

Manage delivery schedules when appropriate

Research and recommend new vendors for departmental needs

Resolve vendor issues related to orders, pricing discrepancies, or damage/incorrect shipments

Process vendor returns and credit memos

Communicate vendor policy changes and updates to relevant departments

Verify receipt of goods against purchase orders

Assist with investigation of missing, damaged, or incorrect shipments

Support grant budget compliance by ensuring proper coding of grant-funded purchases

Ensure compliance with federal grant procurement requirements (2 CFR 200) for grant-funded purchases

Support documentation requirements for single audit and program-specific audits

Maintain audit trail for all purchasing transactions

Identify and escalate policy exceptions or unusual transactions to Controller or CFO

Act as the primary backup for the Executive Assistant during vacations, illness, or periods of high workload

Handle confidential and sensitive information with the utmost discretion and integrity

Provide on-site meeting support for executive meetings, including setup, greeting guests, and managing technology

Qualification

Purchase Order ProcessingVendor ManagementCompliance with Procurement RegulationsAccounting System ProficiencySupply Chain CoordinationCustomer ServiceDetail-OrientedCommunication Skills