Laboratory Purchasing Specialist (Department Purchasing Agent)

Department Overview

The purpose of this job/position is to direct and perform the procurement of quality reagents, supplies, equipment, and services for the Lab Services Department. Duties encompass clerical, purchasing, inventory, cost analysis, contract monitoring, supply distribution, running supply and expense reports, maintenance of records, word processing, processing invoices for payment, data base and reporting functions, performed using strong customer service skills and best business practices. The person in the position serves as the point of contact for customers and suppliers, and acts as a helpful resource on procurement issues for all cost centers (14) in the department. This position fulfills responsibility to the organization through performance that promotes the service excellence philosophy.

Function/Duties of Position

Purchasing and inventory activities for all laboratory accounts

• Analyzes and evaluates departmental purchase requisitions and orders for services, supplies, and equipment for accuracy
• Generates purchase orders via computer (ORACLE) and forwards for approval according to established protocols, and approves requisitions within appropriate limits.
• Follows through on all purchase orders; problem solving, and communicating to laboratory managers/supervisors to insure correct items are received. Screens problems and solves obvious problems and works with Logistics Buyer to solve more complex problems.
• Resolves shipping, receiving and billing discrepancies, negotiates returns, expedites orders, reschedules deliveries, cancels and renegotiates orders.
• Designs and implements processes to ensure smooth purchasing operations.
• Coordinates ongoing purchasing process improvement efforts.
• Works with managers and leads to establish policies and procedures to ensure that all purchasing activities meet the needs of the lab sections.
• Determines specifications, quantities, product availability, procurement methods, sources of supplies
• Creates and maintains records of products, availability, prices, purchase terms, and vendor performance to enable efficient handling and retrieval of product and order information.
• Arranges for distribution of goods received in department from loading dock, Logistics Warehouse and other main campus storerooms to various departmental sections on main campus.
• Distributes materials between sections within the department as requested by section managers.

Contract and Costing activities

• Seeks and maintains information regarding Group Purchasing Organization (GPO) contracts which are applicable to the department.
• Bid Development and Recording. Obtains competitive bids by telephone or mail; evaluates bid responses for compliance to specifications; awards bids to lowest and most suitable bidder; if dollar amount exceeds delegated authority, submits specifications to Purchasing and Contracts for bidding and coordinates department contact with Purchasing and Contracts.
• Acts as liaison for department and suppliers in pursuing purchasing agreements.
• Monitors and measures departmental and institutional usage for contract compliance, and ensures proper contract procedures and compliance with managers and staff, including establishment, review, documentation, and data retrieval
• Assists laboratory sections in the process of adding items to stock in the Warehouse.
• Meets with logistics department personnel to ensure smooth operation between departments as needed.
• Coordinates product standardization activities within the department, working with managers to meet departmental goals.

Equipment, Inventory, Maintenance, and Repair activities

• Prepares requisitions for repairs and works with appropriate laboratory section staff to ensure repairs completed and documented.
• Assists laboratory sections in the process of equipment repair, and provides copies of repair invoices to appropriate sections.
• Maintains equipment inventory, acquisition, and provides data to laboratory and other departments as requested.
• Assists laboratory sections in development of inventory Kanban systems

Bid Development and Recording activities

• Works with managers to obtain competitive bids when necessary
• Evaluates bid responses for compliance with specifications, confers with appropriate managers, and awards bids to most suitable bidders
• Works with Purchasing and Contracts as the departmental contact and to finalize bids

Reporting

• Runs ad-hoc reports from Cognos and Epic Beaker Reports at the request of the Department Director, Managers, or other entities
• Develops reports in conjunction wi