Purchasing Agent

Veterans Health Administration • Huntington, WV

8d • Hybrid

About The Position

The Purchasing Agent works within the Logistics Service of a Veteran Affairs Health Care System (VA HCS), acquiring supplies, services, and construction through purchase, rental, or lease, including delivery orders and small-purchase procedures. The work involves knowledge of commercial supply sources and common business practices related to sales, pricing, discounts, units of measurement, deliveries, stock, and shipments.

The position conducts purchases for a VA Medical Center under the micro-purchase threshold, using the government purchase card and applicable federal procurement requirements. It reviews purchase requests, researches products and prices, selects appropriate ordering methods, completes purchase-order and eCMS (FORCE) entries, verifies vendors, and uses government and medical-supply vendor portals. The agent also reviews funding, researches routine open-market purchases, prepares contract modifications and correspondence, and maintains recurring service agreements in coordination with procurement, service-line, accounting, and budget staff.

The role provides administrative and clerical support to medical staff, customers, approving officials, and administrators. Duties include responding to inquiries, maintaining records and files, processing and monitoring purchasing transactions and invoices through automated systems, preparing overtime and staffing reports, and providing oversight of orders and services. The agent represents the VA in discussions with vendors and contractors and monitors their performance and compliance.

This is a full-time, Monday-Friday position scheduled 8:00 a.m.-4:30 p.m. Telework is ad hoc according to agency policy; the position is not virtual. Physical requirements do not inherently include demands that could not otherwise be performed with accommodation or workplace adjustment.

Requirements

• U.S. citizenship is required.
• Complete the application, questionnaire, and required online assessment.
• Male applicants born after December 31, 1959, must meet Selective Service registration requirements.
• Pass a background/security investigation and complete the online onboarding process, including acceptable identification for pre-employment requirements.
• Participate in the Department of Veterans Affairs seasonal influenza vaccination program.
• Serve a one-year probationary period or two-year trial period, as applicable.
• For current or former federal employees subject to time-in-grade requirements: 52 weeks at GS-5 for a GS-6 position, with documentation such as an SF-50.
• Have one year of specialized experience equivalent to at least GS-5 in the federal service, including relevant purchasing/procurement support experience. Examples include procuring supplies and services; supporting purchasing clerically; coordinating procurement needs with medical staff; resolving shipment, payment, or other discrepancies; making purchase-card purchases; and compiling information and reports using automated supply or inventory systems.
• There is no educational substitution at this grade level.

Responsibilities

• Conduct purchases for a VA Medical Center under the micro-purchase threshold, using the government purchase card and applicable federal procurement requirements.
• Review and edit purchase requests to confirm that items or services are adequately described, required information is present, and requests comply with legal requirements.
• Obtain product and pricing information and determine procedures for written or verbal purchase orders.
• Select ordering, reporting, and purchasing methods based on the type, quantity, dollar value, and urgency of requirements.
• Complete purchase orders and eCMS (FORCE) entries, and verify vendors in the VHA system of record before ordering.
• Provide potential vendors with general guidance on requirements and information needed for the VHA local vendor file.
• Use web-based portals, including the Department of Defense Electronic Catalog (ECAT) and the Medical Surgical Prime Vendor site, to order, track, and monitor procurement transactions.
• Review Fund Control Points and verify running balances to ensure procurement obligations are complete and approved before placing orders.
• Procure supplies and services through purchase, rental, or lease to meet organizational needs.
• Examine incoming requests for completeness, including purchase request numbers, accounting codes, item descriptions, estimated costs, and quantities.
• Ensure solicitation packages contain critical information and develop selection criteria for individual purchases.
• Conduct open-market research for routine equipment, supplies, and services.
• Prepare and issue contract modifications for delivery-schedule changes and send formal correspondence to customers.
• Maintain recurring service agreements under the micro-purchase threshold, coordinating with procurement planning, VA HCS service lines, accounting, and budget departments to collect data, track performance, and amend agreements as needed.
• Serve as a first point of contact for medical staff and customers regarding procured items; provide clerical support and coordination to approving officials and administrators.
• Perform receptionist, timekeeping, recordkeeping, and other administrative duties; review time-and-leave policies and regulations.
• Obtain information from section supervisors, submit employee overtime requests, and prepare staffing and overtime reports.
• Answer telephones and refer calls to appropriate staff; use departmental software to produce printouts for logistics and medical staff.
• Establish office files and record systems, and use automated systems to enter, update, revise, sort, and calculate data; monitor purchase requests, process receipts, and monitor active and delinquent invoices.
• Provide administration and oversight of orders and services; represent the VA in vendor and contractor discussions concerning micro-purchases and compliance.
• Monitor vendor performance through personal contact and progress-report review, and discuss delays, failures, or price changes.

Benefits

• Federal employee benefits package available to the employee and family; specific benefits depend on position eligibility.
• VA may consider granting annual-leave service credit for job-related non-federal experience or active-duty uniformed military service, if requested and approved before appointment; approval is not guaranteed.

What This Job Offers

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