Procurement Specialist - Supply Chain Management at CHRISTUS Ministry System Office

Summary:

Under the authority of the Procurement Manager, System Supply Chain, the Procurement Specialist aids throughout the department according to policies and procedures, purchases materials, supplies and equipment for various assigned hospitals. This role supports contracting decisions regarding GPO awards as well as standardization efforts by the various VAC committees, to include equipment standardization. Procurement Specialist maintains contact with vendors, sales representatives and departments in order to maintain pricing accuracy and contract compliance.

Responsibilities:

• Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
• Ensures special type purchase order assignments (capital, Standing) requests are released in a timely and accurate manner (within 24hrs) and vendors meet all terms of Purchase agreements via management of invoice discrepancies.
• In partnership with the Clinical team, drive purchases to contracted vendors, enforcing contract compliance, standardization.
• Assists in monitoring that the system is being utilized according to purchasing procedures. Confirm purchasing information is updated daily, to include pricing, unit of purchase, vendor order number etc., via monitoring of GHX, alerts to MDM team for corrective action.
• Assists the Sr Buyer in the review of “Special / Misc.” type requisition submittals when specific criteria is met. Enforcing use of Infor item number where applicable.
• Management of Infor Buyer Cost Message queue – Performs root cause analysis while researching and resolving pricing-related invoice discrepancies.
• Working with vendor representatives for corrective action within their system where applicable, requesting credit / rebills
• Working with MDM team where pricing is inaccurate within ERP for contract module corrective action, UOM, part number, etc., corrective action required, utilizing MDM ticket method to avoid recurring discrepancies which delay order fulfillment or invoice payment.
• Work with local MM Associate for resolution of UOM/Qty/receiving issues
• Advise local MM of opportunities to reduce expenses by sourcing through contracted/preferred suppliers.
• Provide copies of local agreements to Contracting Team for upload within GPO, ERP contract module.
• Buyer Receiving Messages – Research and resolution of all over receipt notices (within 24hrs) from Materials Management, confirming true over shipment, not keying error.
• Point of contact for AP for assigned vendors in the research and resolution of all invoices when advised, placing top priority on any credit holds.
• Assist vendors to relay payment related issues when contacted, with goal of avoiding threat of or actual credit hold. Escalate as appropriate.
• Completing all due diligence required to process special purchase orders such as Capital, Standings, Consignments and Blankets.
• Works with Sourcing Team and Facility Material Managers to drive Capital, Standing & Blanket purchases to contracted vendors, ensuring compliance to standards / contract.
• Contact for Facilities when looking for official quotes from contracted vendors for supplies or equipment.
• Product research for discontinued items utilizing the tools and systems in place per the department guidelines.
• Communicates daily to assigned hospitals, providing end of day Back Order report with substitute details.
• Attend assigned vendor conference calls to speak to assigned invoice discrepancies statuses and additional needs to assist in approval of invoices and facilitate credit memo matching.
• Mentoring and coaching of Sr. Buyer team for continued growth, preparation for future succession planning.
• Train incoming Specialists to include policies, procedures, resources, critical/strategic thinking, and SLA for deliverables.
• Provide backup coverage as needed for peer or associate absences. May be called on to oversee managerial task when managers are in coverage.

Job Requirements:

Education/Skills

• GED/High School diploma required.
• College Degree preferred.

Experience

• Two to three years of analytical experience required.
• Two years buying experience in Medical related field preferred and/or 5 years’ experience as Buyer in Purchasing field. Experience in leading teams towards measured outcomes and a familiarity with a wide range of hospital equipment preferred.

Licenses, Registrations, or Certifications

• None required.

Work Schedule:

TBD

Work Type:

Full Time

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