Staff Accountant

POSITION DESCRIPTION :

The Staff Accountant at the Orlando College of Osteopathic Medicine (OCOM) plays a key role in managing the procurement of goods and services needed for the college’s operations. This position ensures that all purchases are compliant with college policies, and budgetary constraints. The Staff Accountant will work closely with academic departments, research teams, and administrative units to maintain a steady flow of necessary supplies and equipment for the university’s medical programs, clinical services, and research initiatives.

KEY RESPONSIBILITIES :

Procurement Management:

Source, negotiate, and purchase medical equipment, supplies, research materials, and general office supplies.

Review and process purchase orders, purchase requests and all other applicable outflows of cash, ensuring all required approvals are obtained.

Maintain an organized system of records for all procurement activities and documentation.

Perform regular reconciliations of purchasing activity and related accounts within Sage Intacct.

Vendor Relations:

Develop and maintain strong relationships with suppliers, manufacturers, and vendors to ensure favorable pricing and timely delivery.

Evaluate vendor performance and recommend improvements or alternative suppliers as needed.

Resolve any procurement-related issues or discrepancies with vendors.

Compliance and Budget Management:

Ensure that all purchasing activities comply with OCOM policies and ethical standards.

Monitor and manage the purchasing budget, ensuring purchases align with the financial guidelines.

Assist in preparing and maintaining department budget reports and forecasts related to purchasing activities.

Inventory and Supply Chain Management:

Maintain accurate inventory levels and manage stock replenishment for medical supplies, research materials, and equipment.

Coordinate with departments to anticipate future supply needs and avoid shortages.

Assist in managing the logistics for timely delivery of ordered items.

Collaboration with Departments:

Work closely with medical faculty, researchers, and administrative staff to identify purchasing needs.

Provide support and guidance to departments regarding procurement procedures and requirements.

Collaborate with the finance and accounting teams to ensure accurate financial records and compliance with purchasing guidelines.

Reporting and Documentation:

Prepare regular reports on purchasing activities, accounts payable aging, expenditures, and vendor performance.

Lead monthly departmental actual to budget meetings

Ensure that all procurement processes and decisions are documented properly for auditing and compliance purposes.

Maintain up-to-date files on contracts, agreements, and purchase orders.

Process Improvement:

Continuously evaluate and improve the purchasing process to enhance efficiency and cost-effectiveness.

Research and recommend new tools or systems to streamline procurement and inventory management.