Purchasing Manager

# Purchasing Manager

Department/Care Stream: Budget LIA Reporting Structure:Timecard Approver: Vice President of Finance Primary: Vice President of Finance Secondary: Chief Finance Officer Status: Full-time FLSA: Exempt Location: WellSpace Health Admin Level of Team: Management Pay Range: $101,100-$131,430/annually

## Organization Information

WellSpaces mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!

We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve.

As the regions largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, Californias second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.

To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpaces crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines.

## Position Summary

The Purchasing Manager oversees the organizations procurement, vendor management, and purchasing systems to ensure cost-effective, compliant, and timely acquisition of goods and services. This role plays a critical part in maintaining strong internal controls, supporting grant compliance, and ensuring audit readiness within a Federally Qualified Health Center (FQHC) environment. The Purchasing Manager collaborates closely with Accounting, Operations, IT, Facilities, and Clinical leadership to align procurement activities with organizational, regulatory, and budgetary requirements.

## Required Qualifications

• Bachelors degree in Accounting, Business Administration, Finance, Supply Chain OR 3-5 years of related purchasing experience in accounting or finance preferred.
• Prior experience as a Purchasing Manager or in a similar procurement role, preferably within the healthcare sector or a large-scale organization.
• Experience with purchasing systems (e.g., Sage, ENVI, or similar ERP/procurement platforms).
• Proficiency in procurement best practices, vendor management, and contract negotiation.
• Familiarity with regulations and compliance standards in procurement.
• Strong analytical, problem-solving, and communication skills.
• Experience with procurement software and related tools.
• Knowledge of FQHC accounting principles is a plus.
• Familiarity with non-profit accounting standards and regulations is advantageous.
• Team-oriented mindset.

## Essential Responsibilities

• Manage vendor lifecycle activities, including new vendor setup, account terminations, competitive bidding, and contract negotiations.
• Establish and maintain strong vendor relationships to ensure quality, service levels, and cost effectiveness.
• Monitor vendor performance and resolve service, pricing, or contract compliance issues.
• Manage and maintain vendor online platforms, including access controls and system upkeep.
• Oversee contract management processes, including review of terms and conditions, monitoring, tracking, renewals, and amendments.
• Ensure contracts align with organizational policies, grant requirements, and regulatory standards.
• Serve as the primary liaison for Group Purchasing Organization (GPO) relationships and initiatives.
• Manage purchasing system and supplies ordering operations, including inventory management and maintenance, purchase order approvals, user access management and staff training, review and reconciliation of packing slips.
• Review and approve Sage Purchasing transactions in accordance with delegated authority and internal control policies.
• Lead cost-savings initiatives and conduct spending and utilization analyses to identify efficiencies and optimization opportunities.
• Collaborate closely with Accounting to ensure purchasing aligns with approved budgets and grant funding restrictions.
• Prepare ad hoc procurement, vendor, and spending analysis reports for leadership and Accounting.
• Ensure compliance with procurement regulations, FQHC requirements, grant provisions, and quality standards.
• Maintain complete and accurate procurement documentation to support internal and external audits.
• Assist with audits by providing documentation, reports, and process explanations.
• Identify and implement procurement process improvements, including policy development, review, and revisions.
• Partner with internal stakeholders to align procurement strategies with operational and clinical needs.
• Provide training and guidance to staff on procurement policies, systems, and best practices.
• Stay updated on procurement industry trends to introduce innovative and effective strategies.
• Lead the Purchasing team, fostering professional development, accountability and operational efficiency.
• Perform other duties as delegated by the Deputy Chief of Finance.

## Benefits

Successful candidate will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

## Physical Demands and Work Environment

The work environment is characteristic of an office environment. The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is frequently required to sit, use hands to handle, or feel. The employee must also stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities this job requires include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the clients use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

## Equal Employment Opportunity

WellSpace Health is committed to the principals of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WellSpace Health is an Equal Opportunity Employer