Purchasing Agent

Under the immediate supervision of the Materials Manager, is responsible for assisting with all duties related to the functions of the Purchasing, Receiving, Stockroom and Distribution of the goods and equipment.

Responsibilities:

Departmental Support:

• Fill in for Shipping/Receiving, inventorying, delivering supplies, etc. as needed.
• Support the product standardization process and assist clinical staff as needed.
• Print pick lists, barcode labels, and shelf labels as needed.
• Review Invoice/PO discrepancies and clear up situations delaying the A/P invoice process.
• Use barcode Scanning tools and software.

Inventory:

• Inventory various department stores requiring product from MM inventory on a daily basis.
• Check for items on shelf that are nearing or have exceeded their expiration Date.
• Make adjustments to increase or decrease inventory PAR values.
• Assist with an Inventory physical count at the end of the fiscal year.
• Ensure Cycle Counts are performed according to procedure.

Departmental Requisitions:

• Receive departmental requests for supplies & services via MMIS, phone calls, emails, etc.
• Utilize pick list for all areas and departments requesting supplies & services.
• Place stock & non-stock orders utilizing the MMIS.
• Deliver products to departments as needed.
• Create/Replace Bar Code stickers for the scanning function as needed.

Purchasing Function for Stock & Special Orders:

• Work closely with Receiver for stock items falling below PAR for reorder.
• Build Purchase Orders based on replacing stock items via PAR levels.
• Place non-stock orders based on electronic requisitions, phone calls, emails, etc.
• Match order confirmations against Purchase Orders, and resolve any discrepancies.
• Process returns and credits per the agreed upon procedure with Finance.

Maintaining Purchasing Item/Charge Master:

• Continuously maintain the Item Master(s) for accuracy, price changes, etc.
• Build new items in the Item Master as needed.
• Run month-end reports for stock or non-stock items as required.

Organizational Expectations:

• Attendance: Attendance is an essential job function; employee comes to work daily, on time, and completes scheduled shift
• HIPAA: facilitates to maintain patient confidentiality
• Internal communication: contributes to positive team performance and a culture of service excellence through effective communication, active listening, and respect
• Interpersonal relationships: maintains appropriate interpersonal relationships with staff, patients, and visitors at all times. Works as a team member with other departments.
• Safety: Practices workplace safety daily

Employee Engagement:

• Actively participates in all hospital Service Excellence initiatives and trainings
• Attends and participates in a minimum of 50% department staff meetings and signs off on review of 100% department staff meeting minutes
• Completes all required annual education on or before the due date

Knowledge Skills and Abilities: Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that they can perform the primary functions of the job, with or without a reasonable accommodation, using some combination of skills and abilities and possess the necessary physical requirements, with or without a reasonable accommodation, to safely perform the essential functions of the job.

• Minimal physical effort required with occasional light lifting to a maximum of 25 pounds; stooping; and pick, pinch, type, or otherwise work primarily with fingers
• Ability to effectively manage considerable mental stress
• Ability to express or exchange ideas by means of the spoken word
• Ability to receive detailed information through oral communication
• Ability to communicate effectively with co-workers and convey information in a clear, concise and accurate manner
• Familiarity with computer and other business machines

Qualifications:

Experience: Two (2) years demonstrated relevant experience preferred.