Purchasing Agent

Purchasing Agent

Position Title: Purchasing Agent

Division: Property & Supply

Reports To: Property & Supply Manager

Job Summary:

The Purchasing Agent is responsible for executing and coordinating the procurement of supplies, equipment, and services in support of healthcare operations at the Oyate Health Center, in accordance with established GPTLHB policies, procedures, and internal controls. This position serves as the organization's primary purchasing resource, ensuring timely, compliant, and cost-effective acquisition of clinical, office, and operational items necessary to support uninterrupted patient care and business operations.

The role manages purchasing activities across approved dollar thresholds by reviewing and processing authorized requisitions, coordinating with vendors on pricing, availability, and delivery, and ensuring purchasing documentation is accurate, complete, and audit-ready. The Purchasing Agent exercises fiscal judgment within delegated authority.

Specific duties include, but are not limited to:

• Executes purchasing activities for clinical, medical, dental, office, and operational supplies, equipment, and services in support of healthcare operations, in accordance with approved requisitions, organizational policies, and internal controls.
• Reviews purchase requests and supporting documentation for completeness, appropriate approvals, funding and coding accuracy, and clearly defined specifications; coordinates with requesting departments to resolve discrepancies and clarify requirements.
• Obtains vendor quotes and supporting information related to pricing, availability, lead times, substitutions, and delivery schedules, and performs price comparisons or reasonableness checks within delegated purchasing authority.
• Prepares, processes, and maintains complete and accurate purchasing documentation, including quotes, purchase orders, vendor confirmations, receiving documentation, returns or credits, and related correspondence to ensure records are audit-ready.
• Serves as the primary point of contact with vendors regarding ordering, delivery coordination, backorders, substitutions, and resolution of issues related to defective, incorrect, or unacceptable goods or services.
• Coordinates with the Procurement & Supply Technicians, Inventory Management Specialists, Finance, Facilities, BioMed, and end users to support timely receipt, distribution readiness, and resolution of receiving discrepancies in accordance with established procedures.
• Supports healthcare supply continuity by monitoring vendor performance impacts, identifying potential supply disruptions, and escalating concerns as needed to prevent interruption to patient care or operations.
• Supports product evaluation and standardization efforts by gathering specifications, comparing alternatives, and coordinating feedback with clinical and operational stakeholders to align product selection with quality, usability, and cost considerations.
• Assists with routine, cyclic, and annual physical inventory counts of organizational assets and inventory supplies across assigned locations, including reconciliation of variances and documentation of results in accordance with established inventory control procedures.
• Processes authorized purchasing requests are routed through established internal approval and coordination processes, in accordance with purchasing policies and procedures.
• Utilizes purchasing, inventory, and business systems and tools to track purchasing activity, maintain records, and support reporting, workflow efficiency, and internal controls.
• Maintains regular and reliable attendance; communicates professionally and effectively with internal and external stakeholders; adheres to applicable policies, procedures, and confidentiality requirements.
• Ensures purchasing documentation is complete, accurate, and properly reconciled to support submission for payment in accordance with established internal controls.

Minimum Qualifications:

• Bachelor's degree and one (1) year of experience, or associate's degree and three (3) years' experience, or high school diploma or GED and five (5) years of progressively responsible experience.
• Possession of or ability to readily obtain a valid driver's license issued with a clean driving record.
• Must successfully pass a criminal and background check and a pre-employment drug screen.
• Healthcare or clinical environment experience preferred.
• Must be able to lift at least 40 lbs.

The GPTCHB is a tribal organization which follows tribal preference laws. It is our policy to give preference to qualified Indian/Tribal candidates over a qualified non-native candidate in hiring decisions, if all other qualifications are equal.

Employment is contingent upon the outcome of all required criminal background checks and pre-employment drug screen.

Compliance with our Employee Health Procedure is a condition of employment. You are required to agree that you will comply with all job-related employee health screening and immunizations prior to your first day of employment. Jobs require that you have documentation that you have completed the following immunizations prior to your first day of employment: MMR (Measles, Mumps and Rubella, Varicella (Chicken Pox), Hepatitis B, Influenza, T-dap (Tetanus - Diphtheria - Pertussis), and COVID-19 vaccination is required.

This position requires the ability to perform the essential functions of the job, with or without reasonable accommodation. Physical demands and work environment may include:

• Primarily sedentary work is performed in an office or administrative setting.
• Requires the ability to sit for extended periods and regularly use standard office equipment such as a computer, keyboard, telephone, and copier.
• Occasional standing, walking, bending, and reaching may be required.
• Ability to lift and carry office materials or supplies up to 25 pounds occasionally.
• Requires manual dexterity and visual acuity for computer use and document review.
• Must be able to read, write, speak, and hear.
• Work is performed primarily in an indoor office or administrative environment.
• The environment involves everyday risks or discomforts that require normal safety precautions typical of office settings, including proper use of office equipment and awareness of trips, falls, and fire regulations.
• The work area is adequately lighted, heated, and ventilated.
• Minimal exposure to hazardous conditions; no routine exposure to clinical, field, or high risk environments.
• Occasional attendance at meetings, training sessions, or events may require travel within the organization's facilities.

The employee must comply with all organizational policies, procedures, and applicable laws and regulations. This position is subject to Native Preference, background checks, health requirements, and other applicable organizational standards.