Replenishment Support Group Lead

The Health and Specialty Care System Replenishment Support Group Lead is a key position for Supply Services with essential functions offering opportunities to gain experience related to using modern inventory/receiving software systems. The Replenishment Support Group (RSG) Lead has oversight of the team which coordinates and executes the standardized receiving and inventory management processes for the Health and Human Services (HHS) agencies. Work focuses on leading the team accountable for goods and services delivered to HHS agencies by ensuring accurate and timely receipt information into the Financials module of the Centralized Accounting and Payroll/Personnel System Financials (CAPPS FIN) and the Materials Inventory Management System (MIMS).

The RSG Lead also has oversight of the replenishment process assuring orders are accurate, reports are processed in the System of Contract Operation and Reporting (SCOR) and overall RSG support. As a Certified Texas Contract Manager this position assures the team places orders with vendors utilizing blanket order contracts managed by CPA (Comptroller of Public Accounts) and other buying groups. Other duties include reporting any vendor issues while utilizing the existing contracts, compiling fiscal data, and selecting items for replenishing warehouse stock. Have oversight with flowing needed receiving documentation to accounting to pay for goods using the blanket contracts. Evaluates expenditure data and makes projections to ensure appropriate use of funds. Prepares compliance reports, identifies and analyzes problem areas, recommends improvements to procedures and assists in implementing best practices for receiving and inventory management. Maintains HHS policy on the receiving process, performs periodic policy reviews to ensure current and effective documentation of requirements. Has oversight of the comprehensive training program for CAPPS FIN receiving and the Materials Inventory Management Systems within the iLearn training system.

The position mentors the Replenishment Support Group (RSG) by providing guidance, support and technical assistance to staff statewide; and ensures staff is trained in accordance with state requirements. Moderate travel is required.

Reports to the Business Operations Manager of Supply Services requiring general supervision with moderate latitude for the use of initiative and independent judgment. Working for Health and Human Services provides excitement and contentment knowing you are helping others in need and working in a very stable long-term employment with great benefits! Must actively participate and/or serve in a Continuity of Operations (COOP) activation. Working for Health and Human Services provides excitement and contentment knowing you are helping others in need and working in a very stable long-term employment with great benefits!

Work Schedule: Monday – Friday, 8am - 5pm

Essential Job Functions (EJFs):

EJF 1 Has team lead oversight of the staff and assist with procuring all supplies needed to operate nineteen warehouses in support of State Hospitals and State Supported Living Centers. Monitor and perform procurement and contract management activities adhering to regulations, best value criteria, standardization and best practices. This includes direct contact with vendors to discuss contract adherence to scope, product specifications, and acts as liaison with vendors resolving issues including product availability, quality and billing discrepancies. (25%)

EJF 2 Provides oversight to the RSG by interpreting policies, procedures, and regulations related to HHSC purchasing requirements, inventory management and travel; evaluates fiscal data for reasonableness, necessity, and conformity with contract requirements; writes and edits specifications; inspects products to determine accuracy in relation to those specified in contract agreement; to communicate effectively; and provides policy and procedure guidance to others related to Supply Services established protocols. Updates data on Supply Services SharePoint webpage. (15%)

EJF 3 Develops administrative and technical policies and procedures. Develops training materials. Advises staff and leadership regarding procurement of warehouse stock and inventory management policies and procedures. Assist the Operations Manager with determining the best value vendor for requisitioning warehouse stock. Performs related work as assigned. (15%)

EJF 4 Supports Supply Services Leadership by preparing, interpreting and disseminates information concerning Supply Services programs and procedures to staff, leadership and vendors. (10%)

EJF 5 Provides oversight to the RSG by assuring new staff are trained and orientated in the use of computer and software including an inventory management and contracting systems. Oversight includes assuring the physical inventory process in the area of reconciliation/investigation of shortages/overages is completed timely and accurately. Reacts to emergent needs by fulfillment including utilizing GPO contracts for emergency purchases. Must actively participate and/or serve in a Continuity of Operations (COOP) activation. (10%)

EJF 6 Prepares, edits, and distributes purchasing and inventory correspondence, reports, studies, forms, and documents. Compiles complex data for databases such as SCOR and MIMS, summaries, or reports. Compiles and analyzes travel, inventory data and product usage, making complex decisions and calculations regarding inventory status and purchasing needs, and preparing purchasing documents, travel expenses in eTravel. (10%)

EFJ 7 Assist with warehouse operations, pulling, delivering, and processing receiving of purchase orders. (10%)

EFJ 8 Other duties as assigned. (5%)

Knowledge, Skills and Abilities (KSAs):

Ability to lead and supervise RSG staff in the areas of, procurement, inventory control and training.

Ability to use the CAPPS Personnel Management system to track time and attendance of staff and enter evaluations.

Ability to use and train others to use state contracts for the use of replenishing warehouse stock.

Knowledge of warehousing and inventory control procedures; of records administration and file maintenance techniques and procedures.

Ability to provide oversight to the RSG to review and approve complex stock transactions using an inventory control system.

Skill in the use of computer software including Microsoft Office Suite, Word, Excel, PowerPoint, Outlook, Microsoft Teams, automated inventory control systems, Materials and Inventory Management System (MIMS) or something similar and automated purchasing systems.

Ability to perform general warehouse operations to include shipping, receiving, issuing, customer service and inventory control.

Ability to prepare and maintain records, files, and reports.

Ability to meet deadlines and handle multiple, complex task with moderate supervision.

Ability to communicate effectively and professionally within the HHSC department and with the public both verbally and in writing.

Ability to work in harmony with supervisors, peers and subordinates.

Ability to work discretely and maintain confidentiality when dealing with sensitive issues.

Ability to work cooperatively with others and deal with stressful situations in a diplomatic and tactful manner.

Skills in conducting and coordinating trainings, meetings, travel arrangements and conference calls using phone, Microsoft Teams and eTravel.

Consults with customers to determine needs and resolve problems or customer concerns by phone and Microsoft Teams.

Registrations, Licensure Requirements or Certifications:

Certified Texas Contract Manager (CTCM). Certification completion required between sixth (6th) and twelfth (12th) month of employment.

Valid Texas Class C Driver’s License to be checked yearly for any violations or suspensions.