Department/Unit:
Purchasing
Work Shift:
Day (United States of America)
Salary Range:
$54,690.00 - $82,035.00
Under the direction of the Purchasing Manager, the Buyer is responsible for the procurement of goods, services, and equipment to meet the operational needs of a portfolio of departments of the Albany Med Health System (AMHS). This includes creation and issuance of purchase orders, order confirmation,
as well as assisting with resolution of receiving and invoice issues. The Buyer will provide outstanding customer service to departments and interact regularly to understand needs, having established familiarity, knowledge and awareness with respect to AMHS approved products, inventories, and supplier contracts. Additionally, the Buyer will develop and maintain relationships with suppliers and communicate regularly regarding product availability and order status.
Essential Functions
- Creation and issuance of Purchase Orders in an accurate and timely manner using the Electronic Resource Platform (ERP). This includes management and expedited execution of priority and urgent order requests.
- Ensure goods and services ordered are approved in accordance with AMHS policies and procedures and are sourced appropriately from established inventories, contracts, and preferred vendors to ensure cost-effective procurement.
- Work to identify opportunities for product or sourcing standardization and refer to Sourcing & Contracting or Value Analysis staff when appropriate. Manage order confirmations and oversight of open orders.
- Ensure order confirmation and expected delivery date is obtained and documented for all orders in a timely and accurate manner. Respond timely and appropriately to provide notification to the appropriate individuals when notified of contract lapses, termination, renewal, price changes or product discontinuations.
- Monitor and follow up on all open orders to obtain tracking and verification of delivery, or updated order status. Coordinate with Receiving staff as appropriate to ensure completion of receipt in the business system. Identify and assist with coordinated resolution of order issues such as allocations, backorders, and discontinuations in a timely and organized manner.
- Communicate with departments to determine the need for alternative arrangements. Leverage existing supplier contacts to identify suggested substitutes, or alternative sources for identical product. Coordinate hand off to Sourcing & Contracting and Value Analysis staff when it is necessary to identify alternative sources for existing items and/or identify and approve acceptable substitutes or replacements for clinical items. Inventory Buyers will also assist Inventory Managers and Data Integrity with product conversion.
- Establish constructive working relationships with departmental contacts to understand departmental operational needs. Identify and maintain relationships with supplier contacts to stay informed regarding issues with product supply or stocking issues, backorders, or shipping delays.
- Respond to inquiries and requests for assistance in a timely and professional manner. Assist, educate, and support departments, colleagues, and suppliers with understanding Supply Chain processes such as new vendor or new item requests. Review and resolve receiving and invoice exceptions in an accurate and timely manner. Assist with review and resolution of receiving issues such as shortages or receipts in excess of ordered quantity. Coordinate with supplier to adjust Purchase Order, or to coordinate return and receipt of credit.
- Review and resolve invoice issues with respect to shipping costs, or match exceptions of quantity, or pricing of non-contracted goods or services. Work with departments and suppliers to support and coordinate item repairs, returns and product recalls.
- Obtain any appropriate approvals and documentations from suppliers, coordinate and provide guidance to departments to ensure issues and requests are completed and documented in the ERP or Recall Management system accurately and timely.
- Work collaboratively with all other AMHS and Supply Chain departments including Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution to support the AMHS and Supply Chain missions and ensure outstanding customer services in a collaborative and efficient manner.
- It is expected that this position be available and willing to provide assistance or coverage for colleagues to meet the operational needs of the organization. Additionally, staff may be asked to assist in other duties or projects not specifically outlined in this job description. It is expected that staff willingly assist to the best of their abilities and within the expectations of their position.
- AMHS also reserves the right to reevaluate and reassign duties based on the changing demands of the office, either temporary or permanently.
Thank you for your interest in Albany Med Health System!
Albany Med Health System is an equal opportunity employer.
This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:
Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.
