Buyer

Responsible and accountable for preparation and placement of general purchase orders for supplies, equipment and services for St. Luke’s Hospital, St. Luke’s Medical Group and Affiliates at best possible value. Supports daily departmental activities, including purchasing, Materials Management Information System (MMIS) functions, contract management, group purchasing involvement, vendor relations, inventory management, cost containment, quality improvement, and customer service. Performs duties and responsibilities in a manner consistent with our mission and values.

Principal Accountabilities:

1. Processes requisitions into purchase orders and executes purchase orders with suppliers. Works to organize, schedule, prioritize and execute purchase orders and related delivery(ies) for assigned departments. Decides how orders should be placed and then does so in a timely fashion.

2. Review and manages backorder situations, to have ordered products delivered and available by date(s) requested; finds appropriate substitute products where and when applicable. Expedites rush orders; manages expedited freight to minimize cost in lieu of product shortage(s).

3. Investigates discrepancies in shipments, pricing, and defective merchandise; processes necessary transactions and scheduling for credit and/or replacement. Returns product in conjunction with Hospital Receiving and Accounts Payable as needed. Researches and processes discrepancies in a timely manner.

4. Supports accurate product, supplier and pricing data in MMIS. Submits a PMM Item Maintenance form for additions and inactive/discontinued products, and all cost changes to Management for approval. Coordinates with MMIS Data Coordinator the timely and accurate input of the Item Master changes into PMM.

5. Promotes use and submission of electronic requisitions from all assigned departments. Contacts assigned departments using manual requisitions and other communication formats to inform them of electronic requisition process, and involves PMM Database Administrator for training of these users as appropriate.

6. Promotes use of electronic order transmission, pricing and order confirmation with suppliers. Contacts assigned suppliers using manual order transmission / confirmation and other communication formats to inform them of electronic order transmission, pricing and confirmation process, and involves PMM Database Administrator for training of these users as appropriate.

7. Validates compliance with Financial Authorization Policy, including approval levels, for all purchase orders placed and transmitted. Appropriate financial authorizations are to be received prior to order placement.

8. Communicates, processes and manages ‘special’ handling purchase orders, as appropriate. Examples may include:

(a) influenza vaccine(s) – orders processed in February for delivery in September;

(b) ‘bill only / complete’ purchase orders for implants and similar products;

(c) ‘month-end’ billing programs;

(d) standing and blanket orders (e.g., lab supplies);

(d) supply reprocessing orders;

(e) isotopes and seeds;

(f) other and etc.

9. Reviews contract changes and special offers while communicating regularly with assigned departments and department management.

10. Investigates and reviews new or alternate products that could produce cost savings while satisfying departmental and quality needs. Per communications with assigned departments, identifies product specifications and obtains bids/costs, following Hospital’s policies and procedures. Researches catalogs, internet, sales representatives, etc. to obtain necessary information and products.

11. Assists Materials Management in product standardization and utilization initiatives throughout assigned departments and/or Hospital.

12. Assists Materials Management in Balanced Scorecard objectives.

13. Maintains appropriate supporting documentation for all purchase orders.

14. Prepare reports, letters, memos, and spreadsheets as needed.

15. Attends various meetings as required.

16. Assists other office personnel when necessary. Performs any special projects as needed. Performs other work duties as assigned.

Employee is required to sit continuously and walk occasionally. Employee is continuously exposed to PC work. Employee is generally not required to lift/carry loads other than office related supplies, but may be required to lift/carry a light (1-20 lbs.) load occasionally. Employee is occasionally required to bend, squat, crawl, kneel, climb, lift waist to overhead. Employee is occasionally required to reach forward and reach overhead. For repetitive action, employee is required to use both hands for simple grasping, pushing/pulling and data entry/access. Employee may occasionally be exposed to electrical hazards. Employee is not exposed to blood borne pathogens. (occasionally – 1 to 33%; frequently – 34 to 66%; continuously – 67 to 100%) The most significant of duties are included but this does not exclude occasional work assignments not mentioned or developmental duties. Job Relationships: Interactions that occur for this job are mostly between suppliers’ customer service/order departments and sales representatives and St. Luke’s department/office assistants and managers, but can include department directors and suppliers. Takes direction from: Purchasing/Resource Manager and/or Director of Materials Management Provides direction to: Directly- to no one Supervised by: Purchasing/Resource Manager

High school diploma or equivalent required; Bachelor’s degree preferred, but purchasing experience and previous experience as a buyer may be accepted in lieu of degree.