Purchasing Contracts Specialist - Purchasing

Work Type: Active - Benefit Eligible and Accrues Time Off
Exempt: No

Work Schedule: Monday - Friday
Work Hours per Biweekly Pay Period:

Shift Time:
Location: Lemon St., US:FL:Lakeland

Summary:
Responsible for the efficient and cost effective process of contracting for supplies, equipment, services and construction projects. Responsible to communicate procurement and contract issues with other departments within the hospital and with vendors in a respectful courteous manner. Documents accurately and responds in a timely manner in situations related to sourcing and contracting. Maintains the MMIS item master and contract database files in proficient, accurate manner for a cost-effective retention of property and supplies.

Detailed responsibilities:

• People At The Heart Of All We Do
• Fosters an inclusive and engaged environment through teamwork and collaboration.
• Ensures patients and families have the best possible experiences across the continuum of care.
• Communicates appropriately with patients, families, team members, and our community in a manner that treasures all people as uniquely created.
• Safety And Performance Improvement
• Behaves in a mindful manner focused on self, patient, visitor, and team safety.
• Demonstrates accountability and commitment to quality work.
• Participates actively in process improvement and adoption of standard work.
• Stewardship
• Demonstrates responsible use of LRH's resources including people, finances, equipment and facilities.
• Knows and adheres to organizational and department policies and procedures.
• Standard Work Duties: Purchasing Contracts Specialist
• Assists Manager in issuance of RFPs, quotations, and contracts. Maintains and reviews contracts in compliance with existing Hospital policy and ensures that the corresponding database is an accurate reflection on contract status.
• Manages workload by proactively notifying all involved parties as to contract expiration dates, and ensures that all contract renewals are properly documented to interested groups.
• Ensures CIP, Capital and equipment orders are placed with correct vendors, method of shipment and terms of payment are correct. Procures and contracts through negotiations or other methods for capital equipment, services, construction, renovation supplies and other special projects. Document all transactions during procurement process. Research GPO contracts during procurement process to ensure best outcome for completion of purchase requirement. Utilize MD Buyline where appropriate. Maintain new/existing GPO and local contract agreements in a cost effective and timely manner by updating/adding to MMIS and current files. Obtain department/manager approval as needed.
• Responsible for maintaining correct pricing and terms in MMIS. Responsible for shipment information, building specifications, and resolving discrepancies related to procurement procedure. Performs price updates to contract database in accordance with Materials Management policies and procedures. Maintains database records in a concise, methodical manner according to Materials Management policies to ensure item information flows properly through the purchase order, inventory, receipt and invoicing functions.
• Retains records of item, vendor and contract changes needed for audit purposes and record retention policy.
• Maintains "T" type quote non-agreements in a cost effective and timely manner. Update/adds to MMIS as needed.
• Effectively communicates with departments and hospital staff and vendors on backorders, price/contract issues, receiving issues.
• Resolves Accounting Invoice discrepancies according to Materials Management policies and procedures.
• Retains records of item, vendor and contract changes needed for audit purposes and record retention policy.

Education:
Essential:

• High School or Equivalent

Nonessential:

• Bachelor Degree

Other information:
Certifications Preferred:
CPM, CMRP