Procurement Specialist

Reports to the Director of Purchasing. Under general supervision and according to established policies and procedures, administers assigned contract terms and sources, negotiates, and procures inventory items and high-volume items from vendors. Determines inventory items from approved levels of usage, solves delivery and order problems, resolves invoice discrepancies and handles recalls pertaining to inventory and high use items ordered. Uses computer system and Electronic Commerce (EC) approved methods for ordering and to perform basic update functions. Works with assigned vendors to ensure vendors understand organization’s policies and procedures for operating within Beacon Health System.MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Develops EC business solutions by:

• Planning and implementing additional business processes and transactions that support the electronic methods of trading to streamline supply chain activities and automated purchasing functions, coordinating efforts and working with buyers and other purchasing department staff.
• Identifying and recommending the use of additional trading partners that will support this philosophy.
• Defining the business information that must be exchanged.

Purchases inventory and high-volume items by:

• Sourcing items from approved vendors.
• Negotiating price and procuring supplies from vendors, monitoring and maintaining inventory item master and/or lists of high-volume items.
• Assisting with securing bids related to supplier contracts.
• Analyzing pricing and terms for economies.
• Solving delivery and order problems to expedite the receipt of supplies, including back orders, incorrect shipment and incomplete shipments.
• Resolving accounting discrepancies and monitoring invoices to ensure that contract prices are obtained.

Facilitates the evaluation process for products, supplies, equipment and services by:

• Performing as a key liaison between the purchasing department and the value analysis team or any committee set up for an internal customer to specify products and equipment.
• Assisting with overseeing and negotiating capital equipment projects. Placing the order for such capital equipment and following up on any shipping issues, delivery problems, or discrepancies.
• Being responsible for verbal and written communication between purchasing and other departments in the Health System.
• Developing and analyzing product and product line proposals from a total cost perspective.
• Identifying potential product conversions for cost savings, coordinating the trial process and working with end users, vendors and buyers to ensure a smooth transition to the new product and minimize associated costs.

Administers all aspects of assigned contracts (both Group Purchasing and locally negotiated) by:

• Managing current contracts prior to expiration. Initiating processes to determine appropriate course of action (renew, request for proposal or drop).
• Creating, maintaining and revising the template database for system contracts.
• Auditing and monitoring contracts within scope of responsibility for compliance, i.e., price, maintenance of product lines, system usage obligations, etc.
• Maintaining thorough and accurate contract files.

Supports the Management Team by:

• Providing training to purchasing staff members regarding the purchasing module and automated business partner.
• Meeting with System/Hospital managers, supervisors and staff to discuss supply needs.
• Working with vendors in assigned area of responsibility to ensure vendors understand organization’s policies and procedures for operating within Beacon Health System.
• Identifying and documenting savings associated with product changes and system enhancements.
• Creating and maintaining statistical reports related to operational efficiencies, contract compliance and purchasing reports.
• Completing other job-related duties as assigned.

Supports the Purchasing/Receiving and Warehouse Team by:

• Functioning as part of this team to include Executive Director of Supply Chain, Director of Purchasing and Materials Manager, promoting a sense of teamwork throughout and cohesiveness throughout the purchasing/receiving and warehouse staff.
• Facilitating the relationship of the Purchasing Department with Hospital Distribution and the Warehouse.
• Communicating routinely with the warehouse/receiving staff as a liaison for all aspects of purchasing, replenishing supplies and equipment acquisition.
• Assisting with the resolution of Accounts Payable discrepancies, establishing stock numbers, identifying product substitutions and coordinating safety requirements for product recall/alerts, MSDS’s, etc.
• Maintaining scheduled activities relating to purchasing and expediting to assure that materials are ordered and received in a timely manner.
• Keeping the Director apprised of operational and employee issues.

Represents Beacon Health System entities to appropriate purchasing groups by:

• Understanding the product needs of the internal customers of the Health System and representing those needs to the Purchasing Groups by attending group meetings and responding to surveys.
• Attending group purchasing meetings as necessary to support this function.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related assignments and special projects as directed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon’s six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a bachelor’s degree in Business Management or 10 years of direct supply chain experience. Experience must include utilization of an automated materials management and/or healthcare inventory system, EC applications and supervisory or demonstrated leadership experience. Knowledge of medical supplies, products and equipment is preferred.

Knowledge & Skills

• Requires a solid understanding of the business unit, including knowledge of the purchasing function, contract administration, EC/EDI applications and implementation of these applications, pricing trends, inventory, and market conditions.
• Demonstrates quantitative and analytical skills necessary to accomplish the responsibilities associated with this position, including proficient development of spreadsheet analysis tools.
• Requires strong negotiating, project management, contract administration, and organizational skills and ability to coordinate multiple tasks and projects.
• Demonstrates strong decision-making and problem-solving skills and independent judgment needed to adapt standard methods of practice to meet variations in facts and/or conditions.
• Demonstrates highly effective interpersonal skills necessary to work with varied individuals, both internally and externally.
• Demonstrates strong leadership skills necessary to elicit cooperation of purchasing/receiving and warehouse staff for all aspects of purchasing functions.
• Demonstrates strong communication skills, both verbal and written, necessary to communicate in a clear and effective manner to groups and individuals.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.