Purchasing Specialist

Overview

he position responsibility consist of receipt and processing of requisitions, assessment of need, development and review of specifications, development and review of scopes of work, identification and selection of procurement methods, the issuance of purchase orders against existing cooperative or company group purchasing contracts, the verification of the inspection of merchandise or receipt of services by the company , identification and preparation of evaluation criteria, preparation and advertising of solicitation documents, tabulation of respondent bids, evaluation of respondent proposals, negotiation of proposals, and the preparation and completion of contract award documents for request under $50,000.

This position is considered Hybrid, which means that individuals in this position may work both at an approved Offsite location and Onsite at a primary location or multiple locations based on Business Needs.

Responsibilities

Essential Duties (at least 5 that are non‐negotiable duties and are absolutely pertinent to successfully completing the job without accommodations):

• Prepares and sends RFQs and informal bids to appropriate vendors for price and availability making sure all pertinent information is noted on the Bid packet, including: specifications, detailed descriptions, and delivery time required.
• Obtains and analyzes a variety of products and service information including specifications, price structures, payment terms, availability, contractual arrangements, service requirements, warranty coverage and so forth.
• Determines most favorable quotations based upon analyses of the above criteria and Procurement Center operations.
• Reviews and negotiates the pricing and delivery with vendors to meet required deadlines and budget pricing for the contracted job.
• Processing of purchase requests for assigned departments. Ensures requests are processed in a timely and accurate manner) and all terms of Purchase agreements are met by vendors.
• Follows up on back orders or long lead time orders to ensure promised dates are obtainable. Notifies Purchasing Manager and associated departments of any delivery issues and changes in the expected delivery date.
•  Sources, negotiates, and tracks all rental equipment required for clinic operations.
•  Maintains accurate vendor and department files including uploading, scanning, and filing as required.
•  Maintains extensive knowledge of accounting and requisition systems to be able to locate all request information & reports.
• Gains knowledge and understanding of FARs, GPO and Coop system procurement and applicable regulations.
•  Maintains understanding of overall procedures and policies for purchasing functions and how it relates to all departments.
•  Reviews reports, requisitions, and purchase orders for accuracy and conformance to company policy and procedures; ensuring the correct department and location is noted for delivery and charge of materials.
•  Obtains and uploads competitive quotes from vendors; and uploads all accompanying documents to the electronic file system.
•  Utilizes different vendor sources to fill orders as directed and seeks out alternate vendors or supplies to be prepared in the case of material shortages and stock outages.
•  Gains knowledge about the products being purchased and the different vendor sources to become well‐informed about product questions.
•  Assists in the Returns to Vendor process ensuring materials are returned for maximum credit or replacement material is received in a timely manner.
•  Completes purchase order revisions and change orders as changes are made and distributes to respective departments.
•  Provides staff with updated information and reports as requested.
•  Performs other duties as assigned

Knowledge/Skills/Abilities:

•  Develop and maintain favorable internal relationships and partnerships with co‐workers.
•  Develop and maintain favorable external relationships with vendors, contractors, referral agencies and related resources.
•  Ensure all actions, job performance, personal conduct and communications represent CommUnityCare in a highly professional manner at all times.
•  Uphold and ensure compliance and attention to all company policies and procedures as well as the overall mission and values of the organization.
•  High level of skill at building relationships and providing excellent customer service.
•  Strong attention to detail and accuracy.
•  Excellent verbal and written communication skills.
•  Proficiency in the use of computer and commonly used software including but not limited to Microsoft Office Suite.
•  Knowledge of Procurement, GPO & COOP, Formal Solicitation, State and Federal FAR regulations.

Qualifications

MINIMUM EDUCATION: Bachelor’s degree in Public Procurement, Supply Chain Management, or related field.MINIMUM EXPERIENCE: Three (3) years of experience in the field and related areas.

REQUIRED CERTIFICATIONS/LICENSURE: National or State procurement or supply chain management certification or obtain State procurement certification within six months of employment.

Salary : $50,000