Buyer II at Wellstar Health Systems in Atlanta, Georgia

Job Description:

Facility: VIRTUAL-GA



Job Summary:



Creates and issues intricate purchase orders, to include Bill Only purchase orders, for our most voluminous suppliers based on end-user requests and/or requirements. Manages high-level purchasing volumes by building supplier relationships and developing other external resources to keep informed of industry trends, reliability of suppliers, availability of supplies, and emerging technology and products. Facilitates the procure to pay processes by verifying, preparing, and forwarding purchase orders to suppliers as well as tracking and confirming orders and authorizing invoice payments. Assists in establishing requirements consistent with materials and supplies standardization. Collaborates with end-user departments to clarify purchase requisitions, identifies departmental/clinical needs, and refines specifications for future purchase orders. Knowledgeable of all systems that integrate with current MMIS, Strata/GHX /eFax.




Core Responsibilities and Essential Functions:



Purchasing
o Provide analytical and planning support that drive improvements to reduce costs, enhance contract compliance, and item master accuracy throughout the supply chain.
o Assess business views strategically.
o Precisely and proficiently conduct business and data analyses and manages purchasing responsibilities with data driven recommendations for improvements and advancements.
o Ability to determine the correct method to process purchase orders based on total cost, timeliness, and existing contracts.
o Reviews requisitions for assigned service lines and departments for completeness of information and adherence to WellStar Purchasing Policies and Procedures
o Process order to procure requisitioned products and/or services.
o Prepares and places Purchase Orders (PO)s according to established policies/processes and MMIS/ERP system.
o Ensures processing of emergency or overnight orders as required by service line / departments.
o Obtains recommendations from suppliers for substitute items as well as obtains approval of alternate items from requisitioning department.
o Utilizes and manages Open Purchase Order report to track & monitor all open purchase orders efficiently and accurately.
o Works with the distribution and receiving team to ensure that all deliveries satisfy the assigned purchase orders and report any back-ordered or missing products.
o Resolves all invoice discrepancies.
o Interprets and applies system procurement rules and policies consistently and with sound judgment.
o Verifies PO order placement and receipt confirmation for all orders via GHX and makes any necessary adjustments to purchase orders via GHX and makes necessary adjustments to purchase orders.
o Processes returns as requested and/or required. Manages return goods authorization (RGA) process as required including receipt of credits as appropriate.
o Validates the vendor adheres to the terms and conditions of the agreements.
o Prepares and maintains purchase orders and supporting documents
Review discrepant invoices and work with Wellstar suppliers and the Accounting Department to reach solution.
Coordinate with the Contracts Department and Data Team to ensure accurate data in the item file such as supplier item identifier, UOM, and price.
Assists Accounting Department with gathering Supplier Account statements to proactively maintain current account standing.
Assist Accounting Department with gathering Proofs of Delivery
Assist Buyers resolving discrepant invoices.
Create and review reports that show funds availability on active Service purchase orders to ensure timely invoice payment.
Track and manage credit holds for reporting and swift resolution.
Support WellStars P2P initiative by ensuring suppliers list a WellStar issued purchase order on all invoices.
Work with Supply Chaon Operations team to resolve INR items.
Identify opportunities for procure to pay process improvements.


Contract & Data System Management
* Assists Supply Chain Contracts team and assigned departments by providing reports and purchasing guidance when requested
* Meets with vendors and key stakeholder on new projects and process improvement.


Vendor/Supplier Management
* Ensures supplier contract accountability and adherence. Works with Supply Chain Contracts to ensures timely updates of vendor price files.
* Assists with supplier onboarding and vendor file maintenance.
* Monitors supplier performance and deliverables and reports vendor issues and/or concerns to Supply Chain leadership.


Support Management
* Assists Value Analysis teams with data elements to assist with projects.
* Assists Receiving department with resolving shipments in error with orders.
* Provides assigned service lines / department end users & requisitioners with system requisition processes training as necessary.
* Assists assigned services lines / departments with sourcing and vendor options.
* Ability to explain and clarify purchasing procedures to internal departments as well as vendors.


Financial Stewardship:
* Works closely with Value Analysis Teams and leadership to implement effective sourcing strategies for major commodity groups and non-salary expense savings initiatives
* Supports annual departmental savings goals and objectives
* Works with vendors and departments to ensure execution of identified cost savings as required
* Requests, reviews and/or benchmark quotes to secure the most competitive bids for organization.
* Utilizes third-party resources to obtain best industry price available (ECRI, Vizient Savings Actualyzer, etc.)
* Assists departments in product selection based on best financial and quality options
* Manages discrepant invoices and facilitates resolution


Communication:
o Reports on task progress and answers targeted questions about progress as requested.
o Responsible for providing updates on specific requisitions, purchase orders or backorders as required.
o Serves as the liaison between departments and vendors in relation to purchasing contract changes to all purchasing activities
o Articulates and demonstrates empathy with customers' needs, including time line and scope.
o Ability to anticipate probable customer questions and provides timely answers to unanticipated questions.
o Uses daily interactions with others to develop or strengthen internal and external professional relationships.
o Informs Supply Chain leadership of any potential risks which would have any negative financial, customer, or patient outcomes.
o Responds to Emails and telephone calls within an acceptable (24 48 hour) time frame.
o Meets with vendors and key stakeholders on new projects and process improvement.


Quality:
* Analyze order requisitions and review for accuracy and completion.
* Solves problems with orders in an efficient and timely manner.
* Is attentive to detail and accuracy, is committed to excellence.
* Looks for continuous improvements in current work processes and takes lead role in improving.
* Assists Supply Chain leaders in process and project management improvements.
* Assists in the targeting and achieving results, while striving for best practice attainment.
* Supports front-line clinical teams in achieving patient care excellence.


Teamwork:
* Ability to work well with a team.
* Reports task(s) progress to others as required, incorporating concepts from multiple streams of thought or data sources.
* Manages internal peer conflicts successfully without resorting to escalation.
* Forms professional relationships with teammates based on mutual respect and trust.
* Contributes to pleasant and professional discussions about best approaches/practice with other team members.


Personal Responsibility:
o Strong interpersonal skills; able to forge internal customer and external supplier relationships
* Able to thrive in a high-stress and fast-paced environment.
* Ability to comply with existing processes and policies and the ability to adapt quickly to new processes within the organization.
* Demonstrates an understanding of the sensitive nature of the work and the importance of confidentiality as outlined in policy and as directed by the nature of the job.
* Accepts responsibility for own growth and development through in-services, required programs, and educational offerings
* Handles multiple, multi-disciplinary assignments at any one time.
* Works independently and responsibly in meeting deadlines and setting priorities
* Demonstrates a willingness to perform additional tasks.
* Performs other duties as assigned and/or required.


Performs other duties as assigned


Complies with all Wellstar Health System policies, standards of work, and code of conduct.




Required Minimum Education:



Bachelor's Degree in business, accounting, economics, or related field in addition to 4 years of general business/purchasing/supply chain experience Required or
Associate's Degree in business, supply chain, accounting, economics or related in addition to 6 years of purchasing/supply chain experience. Required or
High school diploma in addition to 12 years WellStar Health System Supply Chain experience Required




Required Minimum License(s) and Certification(s):



All certifications are required upon hire unless otherwise stated.

Additional License(s) and Certification(s):





Required Minimum Experience:



Minimum 4 years of professional office experience with an emphasis on basic supply chain, purchasing and accounting principles. Required




Required Minimum Skills:



Extensive knowledge of medical/surgical products, services and/or vendors utilized in a hospital setting preferred.
Comprehensive knowledge of commodities in area of specialization.
Strong negotiation and communication skills.
Working knowledge of automated materials management information systems (MMIS).
Ability to multi-task and have strong communication skills with assigned departments or service lines.
Ability to accomplish multiple tasks simultaneously and understanding of uses of products in a medical setting.
Ability to exercise independent judgment and discretion.
Comprehensive understanding of MS Excel, MS Word and industry standard purchase order software platforms.
Ability to secure product samples, photos, and descriptions for departments.
Excellent organization skills and strong attention to details.
Strong analytical and communication skills, both verbal and written.
Familiar with spreadsheet and word-processing software programs. Apply Now