Procurement and Special Payments Specialist-Temporary - Portland

Procurement and Special Payments Specialist-Temporary · This position is responsible for performing a broad range of procurement, contracting, purchase order, and encumbrance maintenance activities. Primary responsibilities will be for special payments coordination and supplier ...

Job description

Procurement and Special Payments Specialist-Temporary

This position is responsible for performing a broad range of procurement, contracting, purchase order, and encumbrance maintenance activities. Primary responsibilities will be for special payments coordination and supplier management for housing and utility benefit. Other responsibilities include goods and services buying, procurement planning, contract and purchase order development and management, cost management, communication and collaboration, record keeping, and encumbrance maintenance.

Hybrid work location with at least 1 day per week in-office at CareOregon Corporate Building located at 315 SW 5th Ave., Portland, OR.
This is a temporary position lasting approximately 9-months.

Estimated Hiring Range:

$72, $88,935.00

Bonus Target:

Bonus - SIP Target, 5% Annual

Current CareOregon Employees: Please use the internal Workday site to submit an application for this job.

Essential Responsibilities

Goods & Services Buying

• Review, approve, source, and process purchasing requests such as purchase requisitions and program specific purchasing initiatives in accordance with program guidelines and in compliance with Company purchasing policies and procedures. 

Special Payments Coordination

• Facilitate special payments in coordination with the Accounts Payable group for strategic purchases, health benefit services, and other as needed atypical payment needs. Examples include individual and bulk health related services purchases, payment of member utilities, or submission of payment requests for member rent and utility payments. Payments may be through the use of specially designated corporate credit cards, supplier lines of credit, or submission of payment requests through the finance system (Workday).  

Procurement Planning

• Coordinate and execute procurement activities, including identifying needs, sourcing suppliers, and managing bids or proposals.

• Assist internal stakeholders in the development of direct and informal procurement processes.

Supplier Management

• Evaluate supplier performance, support supplier relationships, and ensure compliance with contract terms.

• Obtain and update supplier information business information for Company systems.  

• Setup suppliers in Company systems and complete key business review to ensure the supplier is not an excluded entity and has satisfactory business documentation (e.g W-9, ACH, insurance, licenses, business registration, etc.).

Contract and Purchase Order Development and Management

• Draft, review, and negotiate contracts and purchase orders that are lower complexity.

Cost Management

• Analyze costs, evaluate favorable terms, and ensure best value for money.

Communication and Collaboration

• Work with internal stakeholders and external suppliers to facilitate procurement, contract, and record keeping processes.

• Act as a consultant to internal departments by advising on products and suppliers and providing guidance and assistance in compiling, writing, and review of product specifications.

• Act as a point of contact for order fulfillment inquires/issues with internal and external partners and members. 

Record Keeping

• Maintain accurate records of contracts, transactions, and supplier information. 

• Ensure software systems are in sync and identify system defects, data errors, or other barriers to good record and reporting.

Encumbrance Maintenance

• Reconcile purchase order, credit card, and contract encumbrances in the finance system to ensure accurate financial records and reporting of outstanding obligations.

• Manage and update the encumbrance system to reflect changes in purchase orders, contracts, and other financial commitments.

• Assist with matching contract payments with associated encumbrances on the general ledger to track liquidation of obligations.

• Act as a liaison between the accounting/finance department and other departments to ensure smooth processing of encumbrance-related transactions.

Experience and/or Education

Required

• Minimum 2 years' experience in buying goods and services

• Minimum 2 years' experience in direct customer service

• Minimum 2 years' experience in contract development and negotiation or requisition to purchase order facilitation

Preferred

• Minimum 3 years' related experience in buying goods and services

• Experience within health care, managed care, or for organizations that serve vulnerable populations

Knowledge, Skills and Abilities Required

Knowledge

• General knowledge of procurement, contract, purchase order, and encumbrance maintenance principles and procedures

• Basic understanding of software and technology contractual practices

• Basic knowledge of accounting principles and practices to accurately record posting transactions

• General knowledge in legal/regulatory requirements and best practices for reviewing, editing, drafting, and negotiating contracts

• Understanding of basic techniques and processes of contract administration

Skills and Abilities

• Ability to conduct cost and price analysis and supplier relations

• Ability to utilize cooperative contracts/price agreements

• Growing ability to use logic and analysis to identify the strengths and weaknesses of different options for procurement and contracting processes

• Ability to manage and prioritize time to efficiently complete work and manage multiple projects simultaneously

• Effective communication skills, both verbally and in writing, including presentation skills

• Ability to convey information, listen to what others say and ask pertinent questions to gather needed information

• Proficient in Microsoft Office Suite or similar software

• Skill to enter, record, store, and maintain information in written and electronic formats

• Ability to establish and maintain effective working relationships with company employees and suppliers

• Ability to administer procurement/contracting software

• Ability to work in an environment with diverse individuals and groups

• Ability to focus on and comprehend information, learn new skills and abilities, assess a situation, seek or determine appropriate resolution, accept managerial direction, and feedback, and tolerate and manage stress

• Ability to work effectively with diverse individuals and groups

• Ability to learn, focus, understand, and evaluate information and determine appropriate actions

• Ability to accept direction and feedback, as well as tolerate and manage stress

• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day

• Ability to hear and speak clearly for at least 3-6 hours/day

Working Conditions

Work Environment(s): ☒ Indoor/Office    ☐ Community      ☐ Facilities/Security     ☐ Outdoor Exposure

Member/Patient Facing:    ☒ No ☐ Telephonic ☐ In Person

Hazards:  May include, but not limited, to physical and ergonomic hazards.

Equipment:  General office equipment

Travel:  May include occasional required or optional travel outside of the workplace; the employee's personal vehicle, local transit or other means of transportation may be used.

Work Location: Hybrid - Min 1x per week in office

We offer a strong Total Rewards Program. This includes competitive pay, bonus opportunity, and a comprehensive benefits package.  Eligibility for bonuses and benefits is dependent on factors such as the position type and the number of scheduled weekly hours. Benefits-eligible employees qualify for benefits beginning on the first of the month on or after their start date. CareOregon offers medical, dental, vision, life, AD&D, and disability insurance, as well as health savings account, flexible spending account(s), lifestyle spending account, employee assistance program, wellness program, discounts, and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings, etc.). We also offer a strong retirement plan with employer contributions. Benefits-eligible employees accrue PTO and Paid State Sick Time based on hours worked/scheduled hours and the primary work state. Employees may also receive paid holidays, volunteer time, jury duty, bereavement leave, and more, depending on eligibility. Non-benefits eligible employees can enjoy 401(k) contributions, Paid State Sick Time, wellness and employee assistance program benefits, and other perks. Please contact your recruiter for more information.

We are an equal opportunity employer

CareOregon is an equal opportunity employer.  The organization selects the best individual for the job based upon job related qualifications, regardless of race, color, religion, sexual orientation, national origin, gender, gender identity, gender expression, genetic information, age, veteran status, ancestry, marital status or disability. The organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation will impose an undue hardship on the operation of our organization.