Procurement Specialist

000498 (Procurement Specialist) 

Position Objective:

The Procurement Specialist will purchase supplies, services and equipment for assigned departments/categories. Meets with health system personnel and suppliers to coordinate all purchasing activity. Utilizes the bidding process, group purchasing contracts, health system contracts and negotiation skills to obtain the lowest possible price while maintaining an acceptable level of quality, delivery and service.

Works collaboratively with supply chain co-workers and departmental leadership to organize, schedule, execute daily supply chain activities across the health system including, using contract management systems, group purchasing organization(GPO) systems and several supply chain software applications.  Skilled at supplier relationship management, able to document cost savings and containment achievements, strives for quality and process improvement, and superior customer service.

Essential Job Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1.        Responsible for all functions within procurement system. Includes ordering, documentation processing (invoices/packing slips/purchase orders), cost/freight tax/general ledger coding,  PeopleSoft, GHX systems operation, credits, accrual reports, file maintenance, and other supplier related functions in timely/accurate manner.

2.        Ensures all purchase requisitions are completed correctly  by department requisitioners and that correct items are ordered to ensure contract compliance and best pricing; while balancing the need to check into what products are available as inventory items, approved PeopleSoft items,  under contract items or special request items that require competition and sourcing.

3.        Proactively communicates with colleagues/customers/suppliers. Communicates with end user customers regarding status of orders as appropriate. Proactively communicates with supplier/ representatives to ensure optimum service to the health system. Acts as primary liaison for Luminis Health between requestors and suppliers. Keeps Manager/Leadership appraised of any significant issues in a timely basis.

4.        Assists in product selection, evaluation/supplier preference process. Researches product literature to continuously evaluate products/suppliers to assist the health system in making the best supply chain decisions.  Monitors special requests for items that may already be in inventory or GPO/contracted or preferred item. 

5.        Purchasing of products/equipment involves a variety of responsibilities including review of purchase requirements, researching supplier sites or software applications such as ECRI and other sources, comparing prices and quality, locating suppliers with product availability.  This also may involve negotiating with sales reps, and performing cost analysis on new/alternative products.

6.        Monitors price increases to ensure increases are in line with accepted practice and contract requirements; works with Clinical Value Analysis Manager as needed and locates alternative sources when necessary. Advises management/leadership of any issues that are out of the norm.

7.        As needed, negotiates best pricing with suppliers. Assists in formal bid processes, may support RFP processes from time to time.

8.        Effectively works on resolving back orders and keeps the end users advised of any changes or delays. Working closely with the Manager of Clinical Value Analysis and end-user departments finds acceptable substitute products if necessary.

9.        Prepares reports for leadership documenting cost savings and other trends upon request.

10.   Function on temporary or as needed basis as vacation/holiday relief for other departmental staff; performs other related duties as assigned which may include supporting inventory procurement, capital equipment and service purchase order creation or the issuing  of complex “bill only” purchase orders for clinical procedure areas such as the OR or Cath Lab.

11.   Excellent verbal and written communication skills.

12.   Working knowledge of Microsoft Outlook and other Microsoft Office tools.  Excel profiency desired, proficient in use of computerized procurement software.

Educational/Experience Requirements:

• Associates Degree, Bachelors Degree or equivalent years of experience is required.

Required License/Certifications:

Working Conditions, Equipment, Physical Demands:

There is a reasonable expectation that employees in this position will be not exposed to blood-borne pathogens.

Physical Demands -

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position.  This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.