Purchasing/Accounts Payable Specialist

Job Summary:

The Purchasing/AP Specialist is responsible for sourcing, ordering, receiving, and managing supplies, equipment, and materials across medical, office, janitorial, and marketing categories. This position supports daily operations by ensuring accurate inventory, compliance with safety regulations, and timely vendor payments. The role also assists in equipment maintenance tracking, regulatory compliance, and coordination with billing and clinical departments.

Key Responsibilities:

Procurement & Purchasing:

• Price, source, and purchase medical, office, janitorial, and marketing supplies and materials.


• Compare vendor quotes and negotiate cost-effective purchasing while maintaining quality.


• Prepare and issue purchase orders (POs); track open POs through to receipt and closure.


• Work with internal departments to forecast supply needs and avoid shortages or overstocking. 

Inventory & Distribution:

• Receive, inspect, and stock supplies and equipment upon delivery.


• Maintain and monitor stockroom inventory levels to prevent expiration or shortages.


• Distribute supplies across departments as needed, maintaining proper documentation.


• Dispose of expired or damaged items per policy and safety regulations.

Accounts Payable & Documentation:

• Track and log all purchase orders, invoices, and packing slips in appropriate systems.


• Reconcile vendor invoices against POs and delivery records.


• Collaborate with finance/AP team to ensure timely and accurate payment processing.


• Maintain detailed and organized purchasing records for audit and reporting purposes.

Compliance & Regulatory Support:

• Assist in updating and maintaining MSDS (Material Safety Data Sheets) binders.


• Ensure supply and equipment handling complies with OSHA, EPA, and other regulatory requirements.


• Stay up to date on regulatory changes related to medical supplies, hazardous waste, and purchasing policies.


• Notify infection control of any hazardous waste issues and ensure proper waste handling, pickup, and disposal with documentation.

Billing & System Support: 

• Mark up and enter all medical supply items into the billing and inventory management system.


• Collaborate with billing and clinical staff to ensure accurate charge capture and cost allocation.

Equipment Management:

• Track all medical and office equipment, including warranties and maintenance contracts.


• Schedule and coordinate preventative maintenance and service requests with vendors.

Vendor Management & Due Diligence: 

• Verify and monitor vendor/contractor licensing, certifications, and insurance. 


• Monitor vendor status for debarment or exclusion from federal/state programs. 


• Maintain an approved vendor list and assist in vendor onboarding and reviews

 Special Program Support: 

• Provide procurement support for Durable Medical Equipment (DME), Community Care Transition (CCT), and Home Modification services. 


• Ensure timely coordination with clinical teams for client-specific orders and needs. Qualifications: 


• High school diploma or equivalent required; associate or bachelor's degree in business, Supply Chain, or related field preferred. 


• 2+ years of experience in purchasing, procurement, or AP roles; healthcare experience strongly preferred. -


• Knowledge of medical terminology, equipment, and supply chain preferred. - Familiarity with inventory management systems and billing software (e.g., QuickBooks, SAP, NetSuite, or medical EMRs). 


• Strong organizational, analytical, and communication skills. 


• Ability to lift and move supply boxes and equipment as needed (50lbs). 

Preferred Skills: 

• Understanding of HIPAA, OSHA, and CMS/DME compliance requirements. 


• Experience working with infection control and hazardous waste protocols. 


• Knowledge of purchasing best practices, vendor negotiations, and cost control strategies.

Schedule: This position is Full-time, 40 hours a week, Monday-Friday from 8am-5pm with 1 hour lunch. This position will be reporting daily to our Chico office.

Benefits include: On the first of the month following 60 days of employment you will be eligible for health insurance, dental insurance, vision insurance, life insurance, as well as Flexible Spending Account (FSA).

Vacation benefits accrue starting on your first day of employment, and you can take paid vacation, sick and holiday leave after 90 days.
We offer a 401(k) matching up to 4% after 1 year of employment and 1,000 hours worked.

Salary: Pay range is $21.00 to $30.00 per hour. Exact compensation may vary based on skills and experience.

Apply:
If you have an interest in joining our amazing team, we would like to hear from you!

Click here to apply online. 

You can also download the application packet located at and fax completed applications to 530-487-8585 or mail to us at 1398 Ridgewood Dr., Chico, CA 95973, Attention: HR Department