Purchasing Agent

$18.00/Hour PURPOSE: The primary purpose is to plan, organize, develop and direct the Purchasing Program in accordance with current applicable federal, state and local standards, guidelines, and regulations, with our established policies and procedures, and as directed by the Administrator for St. Luke and Bishop’s Commons facilities. RESPONSIBLE TO: Building Engineer, Administration

DUTIES AND

RESPONSIBILITIES:

• Plan, develop, organize, implement, evaluate and direct procurement programs and activities (Includes policies and procedures).
• Meet with administration, medical and nursing staff, as well as other related departments in planning procurement programs and activities.
• Develop and maintain a good working rapport with inter-department personnel as well as other department within the facility to assure that procurement procedures meet the needs of the facility.
• Prepare and approve requisitions from department for routine supplies and equipment in accordance with established policies and procedures.
• Interview sales representative and select vendors/suppliers in accordance with established policies and procedures.
• Meet with department personnel, on a regularly scheduled basis, to assist in identifying and correcting problem areas, and/or the improvement of services.
• Ensure all purchase orders are properly prepared, signed and submitted as required.
• Ensure all telephone orders are confirmed with a written purchase order.
• Order sufficient quantities of common items/supplies to maintain adequate stock levels at all times.
• Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator as required.
• Ensure the highest quality product for the lowest price is procured by bulk purchasing, comparative pricing, etc.
• Maintain current records that reflect facility expenditures including cost, inventory, etc.
• Review/negotiate contracts for outside services as necessary.
• Participate and assist in departmental studies and projects as assigned or that may become necessary.
• Maintain CONFIDENTIALITY of all pertinent patient care information to assure patient rights and protected.
• Assure that a stock level of supplies, equipment, etc., are maintained at adequate levels at all times.
• Monitor procurement practices for compliance with established policies and procedures at least annually.
• Evaluate and implement recommendations from the facility’s committees, e.g. Quality Assurance, Pharmacy, Infection Control, etc.
• Check invoices, purchase orders, packing slips, etc., with incoming merchandise.
• Prepare correspondence and claims concerning damaged merchandise, errors in shipment, etc. and return to vendor as required.
• Ensure inventory is updated, as required, when receiving/issuing supplies and equipment.
• Recommend the equipment and supply needs of the facility to the Building Engineer/Administrator or designee.
• Assure that necessary equipment and supplies are maintained to perform authorized duties/services.
• Ensure correct/complete invoices are forwarded to business/accounting office for payment.
• Organize storage and catalog location of supplies and equipment for efficient handling and preventing deterioration.
• Fill requisitions, as approved, and file in accordance with established policies and procedures.
• Maintain a reference library of written material, laws, procurement manuals, etc., necessary for complying with current standards and regulations and that will provide assistance in purchasing quality supplies and equipment.
• Report all accidents/incidents in accordance with established policies and procedures. Fill out and file reports as directed.
• Assure that all storage areas are clean and properly arranged at all times.
• Others related duties that may become necessary or as directed by a supervisor, Department Head and/or Administration.
• Must be available to work more than eight (8) hours per day or more than forth (40) hours per week.

WORKING CONDITIONS:

• Works in well-lighted/ventilated office and storage areas.
• Sitting, standing, bending, lifting and moving intermittently during working hours.
• Subject to frequent interruptions.
• Involved with salespersons, vendors, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
• Communicates with the medical staff, nursing personnel, and other department supervisors.
• Willingness to work beyond normal working hours, and in other positions temporarily, when necessary.
• Attend and participate in continuing educational programs.
• Subject to falls, burns from equipment, infections diseases, odors, etc., throughout the work day.
• May be exposed to hot/cold temperatures in storage area.
• Other related duties that may become necessary or as directed by the Supervisor, Department Head and/or Administration.
• Must be available to work more than eight (8) hours per day or more than forty (40) hours per week.

QUALIFICATIONS:

* Education: * Must possess, as a minimum, a high school diploma. Courses in Business Administration and Marketing preferred. * Experience:

• Preferred two (2) years purchasing experience in a hospital, skilled nursing care facility or other related medical facility.
• Training in cost control

* Specific Requirement:

• Must possess a basic knowledge of accounting, contracts, marketing, etc.
• Must be able to read, write and speak the English language.
• Possess the ability to make independent decisions when circumstances warrant such action.
• Possess the ability to deal tactfully with personnel, patients, family members, visitors, government agencies/personnel and the general public.
• Knowledgeable of laws, regulations and guidelines pertaining to hospital and nursing home operation.
• Possess leadership ability and the willingness to work harmoniously with professional and nonprofessional personnel.
• Ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, procedures, etc., of marketing.
• Maintain the care and use of supplies, equipment and appearance of work areas.
• Must be well groomed and have patient, tact, cheerful disposition and enthusiasm.
• Possess the ability to seek out new methods and be willing to incorporate them into existing practices.

* Physical Requirements:

• Must be able to move intermittently throughout the work day.
• Must be able to speak the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently, have flexibility, personal integrity, and the ability to work effectively with patients, personnel and support agencies.
• Must be in good general health and demonstrate emotional stability.
• Must be able to relate to and work with ill, disable, elderly, emotional upset and at times hostile people within the facility.
• May be required to lift equipment, supplies, etc.
• Unload freight trucks as items are delivered.