Purchasing Associate

Ellis Medicine•Schenectady, NY

About The Position

The Purchasing Associate is responsible for maintaining the day-to-day order process for equipment, supplies and services. Ensures the needs of the facility are purchased so that business can run efficiently.

Requirements

High School Diploma required.
2 years of purchasing experience required.
Excellent written and verbal communication skills required.
Must be proficient in Microsoft Word and Excel and experience creating spreadsheets for analyzing information.

Nice To Haves

Associate’s Degree preferred.

Responsibilities

Generates purchase orders ensuring orders are complete, valid and approved in a timely manner.
Expedites orders as needed utilizing department resources ex, EDI, AutoFax, Online requisitions, etc.
Confirms price, quantity, specifications and delivery date of each order, and contacts vendor for all orders not received in a timely manner.
Notifies department immediately of any open orders or order problems such as credit holds or back orders.
Updates databases as needed to maintain current information and avoid discrepancies.
Updates stocked and stockless ordering information, ensure stock-outs and back orders are addressed and resolved as soon as possible.
Utilize MMIS reports to manage and Process invoice discrepancies.
Communicates and assists Accounts Payable with the reconciliation of outstanding invoice discrepancies.
Logs credits and tracks credits until received.
Coordinates and processes returns within 30 working days, processes shipping and credit memos, and communicate returns to the Mailroom Clerk for shipping.
File and distributes purchase orders, maintains open purchase order in tracking system until delivered.
Expenses are correctly assigned to the designated cost centers.
Answers customer inquiries/resolving customer concerns and Assists the departments with determining supply resources.
Locates the most cost effective items and supplies through group purchasing, bidding and negotiation, communicates product selection information to departments.
Utilizes vendors, other healthcare institutions, reference journals or computer sources for miscellaneous product research.
As applicable, position supports the Facilities department; Process and place orders created by Facilities.
Researches/sources parts and materials for repairs.
Creates purchase orders from E-Requisitions.
Builds and manages order requisitions within the MS4 system.
Manages ordering and contract data base.
Assists Facilities with inventory control.
Facilitates contract management by working with Facilities staff to use Premier/Yankee contracts, tracks contract expiration and renewal dates, logs contract in Comply Trac.
Assist with training new employees regarding responsibilities and department policies and procedures.
Complete required training as assigned.
Complies with Hospital and department policies, work rules and requirements.
Adheres to patient privacy policies and procedures, maintain confidentiality