Purchasing Agent

Veterans Health Administration • Washington, DC

12d • Onsite

About The Position

The Purchasing Agent works in the Prosthetics and Sensory Aids Service within a VA Medical Center, under the supervision of the Chief Prosthetics Agent. The position procures specialized medical equipment, supplies, and services for Veterans, including prosthetic devices and durable medical equipment. It reviews clinical requests and prescriptions, verifies eligibility and documentation, identifies appropriate and cost-effective sources, and coordinates procurement with clinicians, vendors, and other services. The role also manages purchase orders and purchase-card transactions, reconciles invoices and accounts, tracks vendor performance, and maintains accurate procurement and financial records.

The position is not virtual. The stated work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Physical requirements do not inherently include demands essential to successful performance that could not be addressed through accommodation or workplace adjustment.

Requirements

• U.S. citizenship.
• Meet applicable time-in-grade requirements for current or former federal employees applying for a GS-06 position: 52 weeks at GS-05, when applicable.
• One year of specialized experience equivalent to at least GS-05 in the normal line of progression. Examples include interpreting written prescriptions or oral requests to identify needed items or services; selecting reliable, cost-effective sources; documenting purchases in patient medical records; independently completing purchase orders and reconciling charges; initiating outpatient medical procurement; verifying prosthetics expenditure accountability and patient obligations; and providing technical purchasing support in accordance with applicable directives, handbooks, policies, and memorandums.
• Complete the required application, questionnaire, and online assessment.
• Meet Selective Service registration requirements for males born after December 31, 1959.
• Submit to a background/security investigation and complete the online onboarding process and required identification checks.
• Participate in the VA seasonal influenza vaccination program as required for Health Care Personnel.
• Serve the required one-year probationary period or two-year trial period, as applicable.
• Demonstrate the competencies used for rating: attention to detail, flexibility, integrity/honesty, interpersonal skills, reading comprehension, self-management, stress tolerance, and teamwork.

Nice To Haves

• Experience with federal or VA purchasing procedures, including federal acquisition processes, micro-purchases, purchase-card workflows, and medical procurement, ideally in a VA or healthcare setting.
• Experience with VA procurement systems such as IFCAP or eCMS, or similar government purchasing platforms.
• Experience acquiring prosthetics, durable medical equipment, orthotics, sensory aids, or other clinically prescribed medical items.
• Experience coordinating with medical suppliers, obtaining competitive quotes, validating vendor eligibility, and resolving delays or discrepancies.
• Experience working with clinicians, therapists, or care teams to confirm specifications, interpret prescriptions, and source appropriate items for patients.
• Experience reconciling purchase-card transactions, tracking obligations, completing receiving reports, and maintaining financial records.
• Experience preparing procurement packets, organizing compliance documents, and maintaining electronic and physical purchasing files.

Responsibilities

• Receive and analyze prosthetic consults and prescriptions for items, services, and home medical equipment; review requests for completeness and appropriate documentation and arrange procurement.
• Establish workflow protocols to ensure timely processing and coordinate work for special circumstances.
• Advise other services on policies and procedures for requisitions of services, equipment, and commodities.
• Review requests from various sources and make appropriate substitutions within the position's scope.
• Provide potential vendors with general guidance on requirements and information for the VHA local vendor file.
• Review clinical health records and claims folders to determine eligibility and entitlement; advise Veterans and clinicians about eligibility for items and services.
• Review clinical requests and determine sources and availability of replacement parts and alternatives for power mobility equipment, artificial limbs, and other medical equipment.
• Review unique requests to ensure special prescribing procedures and guidance have been addressed.
• Reconcile invoices for payment certification by comparing Veteran records with invoices, verifying charges and total costs, and following up on parts, labor, returns, shipping, and warranty work.
• Maintain accurate transaction records; complete computerized-system adjustments; and maintain funding, billing, account, and sub-account balances, including matters related to the Prompt Payment Act.
• Procure specialized medical equipment, supplies, and services; compare configurations and sources to identify cost-effective options that meet Veterans' needs.
• Purchase equipment, supplies, and services using the government purchase card for micro-purchases.
• Apply purchasing strategies, including solicitation methods, vendor selection, contract clauses, offer evaluation, and lead-time planning; negotiate prices with sole-source vendors and gather data for new requirements.
• Authorize and prepare complex purchase orders for devices, medical supplies, and durable medical equipment; execute price adjustments and resolve discrepancies, modifications, amendments, and cancellations.
• Coordinate medical-device orders involving multiple vendors or end users, and coordinate work with local vendors.
• Represent the VA in discussions with vendors and contractors regarding micro-purchases and compliance.
• Monitor vendor performance through contact and progress-report review, and discuss delays, failures, or price changes.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• Possible credit toward annual leave accrual based on prior work or military service, subject to request and approval before appointment and not guaranteed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed