Purchasing Agent

Job Description

Job Description

Summary

We are seeking a skilled Purchasing Agent to oversee and administer the procurement process, ensuring the timely and cost-effective acquisition of goods and services that support organizational operations. Effectively utilize and administer the Cornell Scott-Hill Health Center (CSHHC) purchase-to-pay system. Plan, organize, coordinate, and participate in the purchasing of materials, supplies, services, and equipment. Communicate any changes in specifications, change orders, quantities, and adjustments to vendors and internal users. Responsible for identifying cost-saving opportunities and process improvements, negotiating purchase contracts, and making recommendations to upper management. Conduct training on the CSHHC purchase-to-pay system for staff and act as the internal point of contact for technical support. Serve as CSHHC’s liaison between outside vendors and staff.

Essential Duties and Responsibilities
• Creates Purchase Orders, places orders with vendors, tracks and expedites shipments, and monitors approval process within Purchase-to-Pay System.
• Interprets and applies knowledge of procurement regulations, procedures, and policies.
• Performs market research, identifying alternative products or services and possible new vendors.
• Obtain or prepare requests for quotations, bids, sourcing, and product substitutions and contracts.
• Maintains clinical equipment list and schedule annual inspections
• Reviews proposed contracts and purchase agreements for necessary/acceptable terms and conditions.
• Provides training, technical assistance, and system administration for Purchase-to-Pay System.
• Conducts vendor background and exclusion list verification including insurance and license verification when needed and maintains complete records.
• Inputs vendor data into system and maintains master files in coordination with the Finance team.
• Develops reports to track vendor, department, and category spend and analyzes trends
• Review purchase requisitions for accuracy and completeness, and reviews or holds requisition for appropriate approval.
• Tracks internal Purchase Orders and verifies receipts to departments.
• Resolves problems or discrepancies with ordered items and shipments; follows up on back orders and expedites deliveries.
• Audits invoices, packing slips, and check requests and addresses any issue where cost, quantity, freight, and/or tax terms are not correct.
• Maintains product catalog, account code changes and other system maintenance within Purchase-to-Pay System.
• Track grant expenditures and keep detailed records as required by each grantor.
• Formulates recommendations for continuous improvement in procurement process and policy, taking into account market demands, regulatory standards and changes in clinical practice.
• Authorizes and reviews order requisitions and approves invoices and orders for payment.
• Trained in the essential functions and performs tasks of supervisor and substitutes in temporary absence of Director of Purchasing & Facility Development.
• Performs other related duties as assigned by Director of Purchasing & Facility Development.

Qualifications

Education: Associate’s and/or Bachelor’s Degree highly preferred. Related experience in lieu of education will be considered.
Experience: A minimum of three to five (3-5) years of purchasing experience required. Knowledge of electronic Purchasing or Accounts Payable systems is a plus, specifically Basware.
Knowledge/Abilities: Computer skills including, Microsoft Word, Excel and Outlook. Ability to work independently. Ability to communicate effectively; both written and verbal. Ability to establish work priorities and meet deadlines. Excellent organizational and interpersonal skills are necessary. Must be detail-oriented with the ability to multi-task.

Physical Demands/Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand or sit for extended periods of time. The employee must occasionally lift and/or move up to 25 pounds.

Travel within the State of Connecticut is required on an occasional basis.

CS-HHC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.