Purchasing Assistant

FT Days ; Hours: M-F 8am-4:30pm
Purchasing Assistant Job Summary –
The Purchasing Asst has primary responsibility for requisition processing, daily product sourcing, vendor purchase order negotiations, purchase order placement, confirmation follow up, invoice resolution and expediting of purchase orders for products and services for the Mercy Consolidated Services Center (CSC) as well as all mercy entities.
The Purchasing Asst focuses on the ongoing service and enhancement of a minimally intrusive and customer focused purchasing process. Department members actively promote a servant's heart among their team and all Supply Chain Division personnel. The Purchasing Asst will perform all work in accord to the mission, vision and values of Mercy.
Key Responsibilities– Sourcing and Order Placement 1. Submits all electronically requisitioned catalog item orders daily according to the designated order schedule.
2. Sources and submits all non-catalog purchase orders with the appropriate vendor within 24-48 hours of receipt.
3. Confers with the customer department, vendor and/or the appropriate staff member on orders that require further clarification prior to ordering.
4. Effectively utilizes all available resources for product sourcing including the Lawson Item File, GHX, CMS, prime vendor sources, vendor catalogs, websites and publications.
5. Notifies and encourages customer departments to use available standard and contract items and vendors when they submit orders for non-standard and/or non-contract products.
6. Monitors the daily electronic transmission of EDI and AutoFax and insures that the computer software and hardware are functioning properly.
7. Issues verbal purchase order numbers as necessary for repairs or special department requests.
8. Recommends and facilitates the building of Standing and Blanket purchase orders for customer departments.
9 . Manages capital purchase requests from StrataJazz by issuing and managing purchase orders in Lawson.
Confirmation Processing 1. Promptly processes daily vendor confirmation information via GHX, fax, e-mail and Vendor Line by immediately entering the information on the purchase order including expected delivery date changes, back order, substitution and discontinued product information.
2. Promptly advises the appropriate staff member of confirmation price discrepancies in order to prevent invoice price discrepancies.
3. Works with vendors and customer to resolve order problems such as order delays, product substitutions, discontinued products and unit of measure issues.
4. Promptly advises the ROi Master Item File Team of needed item file corrections.
5. Resubmits and modifies existing purchase orders as necessary to achieve optimum customer service and satisfaction and to ensure proper handling by the vendor, Receiving and Accounts Payable.
6. Cancels open lines on purchase orders as necessary per request by customer or vendor.
Expediting and Purchase Order Follow Up 1. Phones in past due (overnight delivery) orders as requested by customer.
2. Proactively manages the daily Open Order and Partial Order Report in order to meet customer needs.
3. Proactively manages the daily POs Not Confirmed Report to ensure the vendor has the order and meets customer needs.
4. Expedites orders from vendors, insuring that they adhere to the original delivery date provided on the confirmation.
5. Updates the purchase order as necessary to best track order status in the material management software.
6. Communicates order delays and substitutions to customer departments and works with them, the vendor and other staff members to find alternative sources to meet customer needs.
7. Promptly responds to a phone team or customer request for order status.
Invoice Matching 1. Reviews all price discrepancies and works closely with the MIF/Contract Manager and vendors to verify contract and non-contract pricing integrity within the master item file database and to ensure proper payment to the vendor.
2. Promptly resolves invoice pricing issues in order to receive maximum discount payment terms.
3. Assists Mercy Accounts Payable Shared Services in the review and disposition of problem invoices that cannot be entered into the Lawson system.
4. Coordinates the resolution of invoice discrepancies resulting from Receiving and Accounts Payable issues in a timely manner in order to receive maximum discount payment terms.
General Responsibilities 1. Educates customer departments on the sue and benefits of the material management software including electronic requisitioning and item file query.
2. Educates customer departments on corporate contracts and approved product sources.
3. Submits recommendations to management for continued process improvement and the effective exploitation of the Material Management software.
4. Works closely with management and the data group to resolve software problems, which hinder workflow.
5. Consults with other team members and other department personnel to assure complete customer satisfaction.
6. Provides coverage when other team members are out of the office.
7. Performs additional duties as assigned by the leader.
8. Proactively involved with raising the standards required to be a Mercy vendor by tracking and holding firm on issues such as price increases, lead times and backorders.
9. Runs daily computer reports to assist with all aspects of the orders process.
10. Reviews vendor line calls daily and ensures that vendor issues are addressed promptly and appropriately.
All Other Duties As Assigned
Knowledge, Skills & Abilities 1. Attention to detail, the ability to follow through and a high level of customer service skill.
2. Strong public relations and negotiation skills.
3. Superb communication skills (written and verbal).
4. Demonstrated ability to quickly adapt and implement change.
5. Exhibits and inspires a positive attitude among team members and customers.
6. Experience and comprehension of personal computer applications such as Microsoft Excel and Word
EDUCATION High School Diploma
EXPERIENCE Preferred Experience: One year purchasing and/or health care materials experience.
Preferred Other: Working knowledge of Lawson Material Management software.
PHYSICAL DEMANDS/WORKING CONDITIONS – Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to ( 50 lbs) pounds occasionally. Work is performed in an office environment. Work may be stressful at times. Contact may involve dealing with angry or upset people. Staff must remain flexible and available to provide staffing assistance for any/all disaster or emergency situations. OSHA CATEGORY – The normal work routine involves no exposure to blood, body fluids, or tissues (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid, or to be potentially exposed in some other way.
Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.