Procurement Specialist

Duties and Responsibilities

Essential Functions:

• Purchases materials, equipment, services and supplies from vendors.
• Obtains quotations, researches and benchmarks competitive pricing as needed.
• Prepares purchase orders and expedites deliveries and shipments.
• Follows up with vendors to ensure they meet required delivery dates.
• Studies market trends, interviews vendors and recommends sources of supply.
• Researches and presents products according to quality, price, standards, and availability with Group Purchasing Organization contracts.
• Contacts vendors and system personnel to ensure actions are completed.
• Processes change orders, notifying vendors of material and quantity requirement revisions; contacts vendors on rates adjustments and incorrect materials. Processes returns if appropriate.
• Reviews aging purchase orders, obtains proof of delivery documents for receiving personnel.
• Disputes invoice discrepancies, maintains communication with vendors regarding payment status and follows through to ensure that the dispute is resolved.
• Prepares documents to process requests for equipment repairs, adjustments for damages, and incorrect shipments.
• Prepares, analyzes, and maintains invoice, contract and financial data on an ongoing basis. Provides reports and analysis to the Manager and members of the team. Coordinates with team, vendors and other external resources regarding budgeting, invoice and purchasing issues.
• Makes recommendations to create/update/improve fiscal services.
• Receives and checks invoices from Accounts Payable and vendors. Processes invoices through the approval process and communicates status to Accounts Payable.

Common Expectations:

• Follows established policies and procedures, objectives, quality assessment and safety standards.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation
• Attends meetings as required, and participates on committees as requested.