Purchasing Specialist I

Purchasing Specialist

The Purchasing Specialist manages the processes and tools for automated and stand-alone procurement systems and communicates throughout the organization as needed. Incumbent works pro-actively with supply base and supports and/or leads strategic sourcing efforts. The specialist will possess comprehensive understanding of supplier contracts terms and conditions and the ability to translate these into applicable purchasing requirements. The position will provide reporting and analytics support for Enterprise Legal & Supplier Solutions and stakeholders. Additionally, this role will support corporate programs including Contingent Labor.

Essential Primary Responsibilities/Accountabilities:

All Levels:

• Receives and processes purchase order requests to promptly secure supplier-provided products and services.
• Proactively reviews and serves as customer point of contact in order tracking, purchase order matching errors and is a liaison to the Accounts Payable, LOB, Receiving, and Supplier groups to correct matching errors or resolve issues which prevent timely processing of payment and financial reporting.
• Conducts transactional bidding and single source negotiations, including Request for Quotations (RFQs) as requested.
• Manages blanket purchase order establishment, spend control, and expiration activities.
• Responsible for year-end close out of expired or inactive purchase orders.
• Escalates supplier performance or stability concerns or trends to the Managers of Purchasing & Sourcing.
• Processes vendor supply reports for distribution to department managers.
• Confers with suppliers concerning late deliveries.
• Assists Sourcing Specialist in researching marketplaces and new supplier products and services related to assigned spend categories.
• Provides support in procurement/sourcing projects led by the Sourcing team.
• Contributes to the development of new processes, procedures, techniques, and standards. Collaborates with entire procurement team to review current processes and make improvements.
• Maintains and updates Item Master as required in purchasing system.
• Facilitates contingent labor onboarding, training, and tenure requests
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

Level II (in addition to Level I essential responsibilities/accountabilities):

• Pro-actively communicates with line of business to ensure Supplier Solutions team is aware of (i) upcoming supplier acquisition initiatives, (ii) capital projects, and/or (iii) current supplier-related performance matters.
• Manages supplier relationships, including setting key contracted suppliers up on automated ordering methodologies. Resolves contractual and pricing issues with supplier executive leadership.
• Works to identify and support development of new processes for effective administration of contractual supplier relationships which may include supplier partnership programs and management of committed contract savings.
• Provides reporting support for supplier sourcing, contracting, purchasing, and internal stakeholders.
• Regularly leads the implementation of new processes, procedures, techniques, and standards related to the purchasing function.
• Leads the analysis and resolution of data integration problems. Analyzes and sorts through complex issues, provides a comparative analysis of alternatives leading to a solution recommendation and action plan.
• Manages more complex procurement projects.
• Serves as primary contributor to logical and physical design of procurement tools and analytical processing databases in a real-time environment.
• Populates and maintains technical metadata repositories and related documentation.
• Supports activities to improve categorization, data integrity, capturing missing spend and enriching data from third party sources for our analytics program.

Level III (in addition to Level II essential responsibilities/accountabilities):

• Leads routine sourcing projects or participates in complex sourcing projects led by senior level Sourcing Specialists, to facilitate key document preparation and cross-functional team (comprised of mid and senior level companywide managers) activities.
• Supports Sourcing Specialist with strategic sourcing efforts associated with various expenditure categories, including creation and management of Request-for-Proposal (RFP) packages, negotiations with key suppliers, supplier presentation and proposal evaluation activities.
• Serves as a consultant on matters pertaining to budget development, procurement, and vendor management
• Leads the development, enhancement, and support of the Procure to Pay (P2P) function.
• May be accountable for the recommendation, development and implementation of new processes, procedures, techniques, and standards.
• Identifies risks and issues, suggests alternatives that lead to the best solution.
• Provides advanced reporting and analytics support for supplier sourcing, contracting, purchasing, and internal stakeholders.
• Responsible for delivering high quality and in-depth data analyses to both Supplier Solutions team as well as internal stakeholders.
• Leads activities to improve categorization, data integrity, capturing missing spend, and enriching data from third party sources for our Power Business Intelligence (BI) analytics program.
• Primary consultant for escalated Power BI problems to directly query and analyze data as necessary.
• Responsible for managing and maintaining electronic content within the procurement systems. Examples of electronic content includes but is not limited to catalogs, punch-outs, etc.
• Proactively investigates and drives enhancements and efficiencies in reporting and analytics.

Minimum Qualifications:

NOTE: We include multiple levels of classification differentiated by demonstrated knowledge, skills, and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others. In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

All Levels:

• Associates degree in business administration, supply chain management, or information technology, finance with three or more years of experience in procurement, preferably with a corporate strategic sourcing organization. In lieu of a degree, 5 years of progressive sourcing and procurement experience will be considered.
• Demonstrated strong attention to detail in reviewing documents for quality.
• Ability to comprehend and work with budgets.
• Experience with P2P procurement tools and skill with database administration (including entry and management of purchase order details). Examples would include Lawson, Oracle, Peoplesoft, JD Edwards, SAP, etc.
• Must be self-motivated and able to work both independently with minimal supervision as well as within a team.
• Excellent communication and interpersonal skills; must be able to communicate and advise line of business management in an effective manner.
• Ability to make independent judgments and exercise critical thinking skills.
• Strong skills in Microsoft Word, Excel, and database programs.

Level II (in addition to Level I minimum qualifications):

• Bachelor's degree in business administration, finance, or supply chain management with five years of experience in procurement management. In lieu of Bachelor's degree, an Associate's degree plus seven years practical experience required.
• Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (C.P.M.), or Accredited Purchasing Professional (APP), or equivalent is desirable.
• Proven experience in implementing and managing high-volume automated eProcurement supplier relationships desirable.
• Demonstrated experience managing and mentoring supplier performance, including development of performance score carding processes.
• Experience in moderate to complex negotiations.
• Proficiency in managing budgets.
• Ability to review processes and recommend/implement improvements.
• Advanced skills in Microsoft Word, Excel, and database programs.

Level III (in addition to Level II minimum qualifications):

• Ten or more years of experience in procurement and supplier performance management activities.
• Six Sigma certification or equivalent project management skills highly desirable.
• Experience with automated RFx management tools and skill with database administration (including facilitating and presenting RFx results). Examples would include Bravo, Coupa, etc.
• Experience with Microsoft SharePoint or demonstrated ability to learn the tool is desirable.
• Self-starter with the ability to multi-task and prioritize with minimal direction. Strong analytical approach to problem solving.
• Tact and poise in dealing with Mid and Senior-level management and contract professionals.
• Strong presentation, teambuilding, and leadership skills.
• Ability to mentor and train more junior level staff.

Physical Requirements:

• Normal office environment.
• Ability to travel across the health plan service regions as needed