Buyer in Douglas, Georgia at Coffee Regional Medical C

Buyer (FT)

POSITION SUMMARY

• Under general supervision of the Director Materials Management, contributes to the processing of various tasks required to achieve materials management goals and objectives.
• Purchases materials, supplies, equipment, and services consistent with hospital practices and standards.
• Adheres to all policies and procedures documented in the materials management policy and procedure manual.

OVERVIEW

• The evaluation is to assure individual performance, departmental goals and organizational goals are aligned. It is designed to support communication between the manager and the employee. Employee perception of their own performance is very important. To maximize the benefit of this process, both the manager and the employee participate in the evaluation process.

RATING SCALE DEFINITION

• Needs Improvement– Performance is consistently below requirements/expectations. Immediate improvement is necessary.
  • There are shortfalls in meeting the standard, criteria or objective.
  • The employee requires close supervision or step-by-step guidance for this task.
  • There is room for significant improvement before moving to the “meets expectation” level.
  • Employee may have work improvement plan in place for this standard or objective.
• 
  Meets Expectations– Performance meets all established standards and sometimes exceeds them. Activities contribute to increased unit/department results. Employees consistently complete the work that is required and at times go beyond expectations.
  • Employee reached the expected level of performance.
  • Performance is solid, effective and consistently meets the standards as required by the job.
  • Performance is what can be expected of a fully qualified and experienced person.
  • Under normal supervision and follow-up, tasks are completed on schedule and in keeping with expected results.
• 
  Excels– Outstanding performance.
  • Performance consistently surpasses all established standards.
  • Activities often contribute to improved or innovative work practices.
  • People often seek out the employee for assistance in this area.
  • Employee rarely requires supervision or follow-up.
• 
  Not Applicable – Item does not apply to this job.

QUALIFICATIONS

1. Knowledge, Skills and Abilities
   • Excellent customer service skills.
   • Reads and understands the English language.
   • Ability to think critically and analytically with little or no supervision
   • Ability to work effectively in situations of high stress and conflict and communicate goals and outcomes.
   • Ability to process information and prioritize
   • Possesses exceptional verbal and written communication skills
   • Possesses independent work habits, is self-reliant and self-directed
   • Ability to learn, adapt, and change as required by the job functions
   • Ability to maintain absolute confidentiality of material and information accessed and reviewed
   • Basic computer literacy
   • Ability to move freely, reach, bend, and complete light lifting
   • Ability to use good body mechanics while performing daily job functions and ability to follow specific OSHA guidelines
   • Ability to maintain attendance to meet standard job practices

1. Education
   • High School diploma or GED
   • Equivalent of Associates degree in Business Administration
2. Licensure
   • none
3. Experience
   • Two (2) to three (3) years of hospital purchasing experience preferably with computer orientation.
4. Interpersonal skills

1. Essential technical/motor skills
2. Essential physical requirements
   • Light: Exert up to 20 lb. of force occasionally and/or up to 10 lb. of force frequently - greater than 75%

1. Essential mental requirements

1. Essential sensory requirements
2. Other
3. Equipment used

OTHER QUALIFICATIONS

1. Exposure to hazards (body fluid exposure level)
   • Level III

1. Age of Patient Populations Served
   • No patient contact - none

STANDARDS OF PERFORMANCE

• CRMC employees are devoted to serving our customers – including patients, physicians, fellow-employees and our community by adhering to the Standards of Performance. We are here to make all of our customers feel special.

1. Respectful and Confidential – Employee respects the rights of privacy of our patients. Ensures cultural differences are respected.
2. Responsive – Employee responds quickly, graciously and appropriately to customer needs. Employee thanks customers

3. Gratitude and Attitude – Employee’s behavior shows that he/she believes that each of us controls our own attitude and that what is important is not so much as what happens to us, but how we choose to react to it.

1. Pride, Ownership, and Image – Employee accepts all the rights and responsibilities of being a part of
2. Communication – Employee is personally accountable for positive communication with the customer – patients, family members and co-workers.
3. Teamwork - Employee contributes positively to the CRMC team and is committed to treating coworkers with courtesy, honesty and respect. Employee abides by the Time and Attendance Policy. Employee has team pride in the purpose of our work – saving lives.

JOB SPECIFIC DUTIES AND PERFORMANCE STANDARDS

• Below are those tasks, duties, and responsibilities that comprise the means of accomplishing the position’s purpose and objectives. These are critical or fundamental to the performance of the position. They are the major functions for which the person in the position is held accountable. Following are the essential functions of the position, along with the corresponding performance standards.
• Processes orders for hospital areas according to established department procedures, in a timely, professional manner as evidenced by:
  • All requisitions are reviewed as received/bids developed as necessary.
  • Information is complete and accurate as observed by the department manager.
  • Completes relevant purchase orders.
• Secures products and services for all assigned user departments in a timely, professional manner as evidenced by:
  • Processes 100% of orders based on assigned responsibilities as recorded on the monthly management review.
  • Prioritizes work to ensure requisitions are processed in an average of three working days as noted by the completion date on requisitions.
  • Appropriately uses available technology to enhance both the creation and placement of orders (i.e., computer, fax, modem, phone).
• Utilizes department computer systems effectively as evidenced by:
  • Acts as liaison between purchasing, receiving, stores for purposes of inventory management.
  • Consults with manager to ensure safe levels of inventory at all times.
• Monitors status of all timed orders as evidenced by:
  • Backorders are tracked biweekly until received.
  • Alternate suppliers/products are investigated immediately if original products are not available.
  • Approvals are obtained for any substitutes to ensure user areas receive appropriate and essential supplies as noted by department response.
• Works with vendors to reduce costs in a timely, professional manner as evidenced by:
  • Meets with vendors on an as needed basis to obtain literature on existing and new products as documented in the buyers' monthly statistics.
  • Meets with vendors if necessary to correctly process complex orders as observed by the director.
• Responds to all inquiries from hospital personnel in a timely, professional manner as evidenced by:
  • Provides end users with current product information, and pricing as noted by the department manager.
  • Provides, follows up on order placement, receipt status, vendors, and purchasing policies and procedures within 24 hours as observed by the Director of Materials Management.
• Assumes responsibility for the accuracy of pricing on all orders processed as evidenced by:
  • Invoice variances will be resolved as evidenced in the invoice variance report.
  • Prices are verified at time of order placement as indicated by the invoice variance report.
  • Demonstrates a full understanding of hospital's payment terms while negotiating with vendors as noted by payment terms in the vendor file.
• Handles receiving issues concerning damaged inventory, goods, over shipments, and short shipments of store items as evidenced by:
  • Correctly processes paperwork and documents purchase orders to resolve all issues.
• Coordinates/oversees electronic transmission of orders as evidenced by:
  • Troubleshoots problems related to electronic transmission.
  • Trains department employees on the use of electronic order transmission.
  • Trains user areas on the use of electronic requisitioning.
• Ensures consistent and timely delivery of routine inventory, supplies, in a timely and professional manner as evidenced by:
  • Creates standing and blanket orders for provisions of goods or services that are requested frequently as seen on the purchase order file.
  • Reviews contracts as noted on current purchase orders.
  • Enables departments to obtain supplies with minimal effort as noted by phone calls regarding deliveries.
• Works in conjunction with both manager and receiving to ensure well-managed and monitored materials management by completing appropriate forms purchase orders for processing all inventory items.
• Willingly accepts other duties and responsibilities, in a timely and professional manner and may also perform work of a higher level in preparation for increased responsibility and may be requested to do work of lesser responsibility when the workload of the department so requires.
• Is competent in performance of other duties and responsibilities as evidenced by:
  • Creates standing and blanket orders for provision of goods or services that are requested frequently. Review associated contracts and manages documentation.
  • Completes appropriate forms to process prepayments and forwards documentation to accounts payable.
  • Understands that the professional responsibility associated with his or her signature equates to that of only levels authorized.

REGULATORY COMPLIANCE

• Below are any additional competencies as related to regulatory compliance that are specific to the job title and not listed in the other sections of the document.

EDUCATION AND COMPETENCY

• Attends all mandatory and department-specific education and training programs as required.
• 
  Attends all required education and training and can describe his/her responsibilities related to department safety and specific job related hazards.
• 
  Has met all required competencies for the evaluation period as evidenced by job specific competency evaluations...