Purchasing Agent

DISTINGUISHING FEATURES OF THE CLASS: This position exists in the Lewis County General Hospital and involves responsibility for the purchasing program of a wide range of materials, supplies and equipment.  An employee in this class administers and directs program to purchase materials, supplies and equipment for hospital use, reviews requests for purchasing, analyzes bids and makes recommendation regarding purchasing including interviewing sales people and contacting vendors.  An employee in this class establishes procedures for ordering and purchasing supplies.  The work is performed under administrative supervision of the Director of Materials Management.  Supervision and training is exercised over the work of subordinate personnel engaged in clerical activities associated with the purchasing process of receiving, storing and issuing purchased items.  The incumbent does related work as required.

TYPICAL WORK ACTIVITIES:

• Solicits and reviews bids from vendors for a wide variety of commodities;
• Confers with department heads and their representatives on the purchasing needs of their agencies;
• Prepares specifications for items to be purchased;
• Recommends awards of contracts to vendors for the purchase of supplies and equipment;
• Reviews requisitions from operating departments and oversees coding of expenditures and related clerical activities attached to the purchasing process;
• Ensures that delivered commodities are undamaged in accord with agreed-upon terms;
• Maintains current state contract files for reference by the hospital;
• Maintains liaison with contractors and vendors in purchasing negotiations;
• Advises staff members in regard to availability of goods and services;
• Keeps abreast of current price trends, market conditions and new or improved items of supply;
• Operates a microcomputer to perform inventory control and pricing;
• Consults with department heads to resolve discrepancies or to assist them in preparing requisitions for special items;
• Compares prices, specifications and delivery dates and directs the preparation and mailing of purchase orders to merchandising firms or their representatives;
• Acts as official buying agent for the institution by means of salesmen, telephone, or mail;
• Spends considerable time evaluating and re-evaluating technical products data to be able to make informed and valuable decisions concerning medical supplies/equipment;
• Makes recommendations in the selection of vendors, to keep informed on new or substitute products;
• Makes positive suggestions to other departments regarding new, improved, and substitute items or possible improvements in the design or specification of equipment;
• Assists in preparation of service contracts, bid procurement, and quotation analysis by means of data finding and cost review in line with Lewis County General Hospital corporate compliance policies;
• Works in liaison with the finance department regarding accounts payable;
• Analyzes materials or product literature sent to the medical center to continuously evaluate products, price trends, market conditions, and vendor performance as a basis for future purchasing decisions;
• Edits and reviews departmental requisitions;
• Expedites and follows up on orders placed on a regularly scheduled basis to ensure arrival of the products on a timely basis;
• Follows up and takes the appropriate action as specified in the FDA enforcement report or product recalls;
• Assists management levels in determination and selection of vendors at bid openings;
• Assists in preparation of annual inventories as required in support of the Director of Materials Management;
• Corresponds with sources of supply or potential sources to overcome any misunderstandings, complaints, etc., or to secure further pertinent information regarding purchased material;
• Attends hospital and association meetings to keep abreast of market trends, product developments, etc., maintaining support among hospital departments.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Thorough knowledge of market trade conditions, business methods, and current purchasing practices and procedures; thorough knowledge of current practices governing the preparation of purchase specifications; thorough knowledge of modern principles and practices of governmental purchasing using state contracts, catalogs, price lists, and literature; ability to establish and maintain good working relationships with department heads and others; ability to understand and follow oral and written directions; ability to plan and supervise the work of others; ability to operate a microcomputer with purchased software; computer literacy.

MINIMUM QUALIFICATIONS: Either:

1. Graduation from a regionally accredited or New York State registered four year college or university with a bachelor’s degree in either accounting, business, or public administration, economics, nursing, or related field and one year of purchasing experience including the placement of stock and non-stock commodities; or
2. Graduation from a regionally accredited or New York State registered two year college with an associate’s degree in either accounting, business, public administration, economics, nursing, or related field and three years of experience as outlined in (A) above; or
3. Graduation from high school and five years of experience as outlined in (A) above.