Purchasing Agent

Purchasing Agent

The incumbent receives and analyzes Prosthetic Consults, and prescriptions for items, services and home medical equipment from physicians, therapists, medical center personnel, patients or their representatives. The incumbent reviews requests for completeness, comparing disability or diagnosis to equipment and/or services normally provided for the condition for which they are requested, and ensures that the proper documentation has been provided to justify the issuance and make arrangements to procure these items. This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-6. At the GS-5 grade level, the employee performs assignments of a more limited scope and with less independence. Duties include but not limited to:

• Perform technical level purchasing support adhering to the Federal Acquisition Regulations (FAR), Veteran Affairs Acquisition Regulations (VAAR), Veteran Health Administration (VHA), and Prosthetics directives and handbooks, Veterans Integrated Service Networks (VISN) policy and station memorandums to acquire Veteran specific medical equipment, supplies and services based on a medical provider's clinical assessment and evaluation of the Veteran's medical condition.
• Submits Acquisition Plans and Procurement Packages for stock and veteran specific needs to the Network Contracting Office and uploads quotes, bids, invoices, consults, and other important documents to Electronic Contract Management System (eCMS).
• Verifies Data Universal Numbering System (DUNS) and Bradstreet information and ensures each vendor is in System for Award Management (SAM) and in good standing with the government to do business with.
• The incumbent receives and analyzes Prosthetic Consults, and prescriptions for items, services and home medical equipment.
• The incumbent reviews requests for completeness, proper documentation and make arrangements to procure these items.
• Establishes workflow protocols to ensure the timely execution of work. Coordinate work for special circumstances.
• As the subject matter expert (SME), will advise other services on the policies and procedures to establish requisitions for services, equipment and commodities.
• Review requests from various sources and making substitutions if necessary (within scope). As a subject matter expert, the incumbent will provide general guidance to potential vendors on requirements and information needed to be entered into the VHA's local vendor file.
• Examine clinical health records and claims folders to determine eligibility and entitlement for items and services.
• Advise Veterans and clinicians in relation to eligibility for entitlements for items and services.
• Follow up in relation to parts and labor orders, returns shipping back to manufactures and accounting for warranty work. Maintain accurate records of transactions and to complete all adjustments to computerized system. Maintain accurate funding, billing, reconciling of accounts and sub-account balances to include the Prompt Payment Act as it affects vendors and the payment process between vendors and the VA Medical Center.
• Procures specialized medical equipment, supplies and services for Veterans. Examples include but are not limited to augmented speech devices specialized for veterans individual need such as eye tracking, Custom wheelchairs built with measurements and specs unique to the veteran, vehicle modifications, specialized ramping with prep work and labor. Review of various configurations and determine the most cost effective to meet the veterans need.
• Procure specialized medical equipment with critical and unique characteristics and associated guidance from a variety of sources.
• Purchases various equipment, supplies, and services through the use of the government purchase card for micro purchase. The incumbent will be responsible and knowledgeable in various purchasing strategies, such as how to solicit, who to solicit, what clauses to include, which offers to accept or how much lead time.
• Authorizes and prepares complex purchase orders for a wide variety of devices, medical supplies and durable medical equipment.

Performs other duties as assigned.

Work Schedule: Monday-Friday 8:00am-4:30pm

Telework: Ad-hoc

This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Purchasing Agent / PD0826VS

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized