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Purchasing Agent

Full Time, 80 Hours per pay period, Day Shift

Covenant Health Overview:

Covenant Health is East Tennessee’s top-performing healthcare network with 10 hospitals (http://www.covenanthealth.com/hospitals/) and over 85 outpatient and specialty services (http://www.covenanthealth.com/services/) , and Covenant Medical Group (http://www.covenantmedicalgroup.org/) , our area’s fastest-growing physician practice division. Headquartered in Knoxville, Covenant Health is a community-owned, not-for-profit healthcare system and the area’s largest employer with over 11,000 employees.

Covenant Health is the only healthcare system in East Tennessee to be named six times by Forbes as a Best Employer.

Position Summary:

The purpose of this position is to provide enhanced purchasing and financial accountability services for Covenant Health in the areas of capital purchasing, purchased services, and maintenance contracts. The position creates and uses business-confidential information and requires the ability to work quickly in a detail-oriented way. The Purchasing Agent possesses the skills necessary for effectively managing both routine and special projects that span the entire Covenant Health network of facilities. The position requires the ability to recognize relevant data, collect and organize it, then communicate it professionally at any organizational level, as well as to outside interests.

Recruiter: Kathleen Rice || kkarnes@covhlth.com || 865-835-3727

Responsibilities

• Provides service and support to the various Covenant Health entities in the procurement of capital equipment, certain non-contracted supplies, maintenance contracts, and other purchased services.

• Gathers and organizes customer requirements related to the above to use in requesting bids and quotations.

• Communicates customer requirements with vendors to develop shared understanding of needs.

• Solicits bids, proposals, and quotations for purchases and projects as assigned.

• Analyzes and aggregates bids to determine best offer.

• Makes recommendations to management related to preferred vendors and bids.

• Provides quotes, requisition details, and other assistance to requesters in development of their Purchase Requests.

• Maintains detailed and accurate accounts of bids, negotiations, and business awards.

• Ensures fair and ethical processes are always used in the solicitation of proposals.

• Negotiates and communicates with suppliers on assigned projects and secures proper vendor applications, credit accounts, etc., to support purchases.

• Conducts administrative and transactional duties that work in support of, or as a result of coordinating, project and managerial duties; includes but is not limited to:

• Reviews purchase requests for accuracy and appropriate authorizations

• Prepares purchase orders

• Communicates purchase orders to vendors and arranges appropriate transportation

• Provides reconciliation of 3-way match of PO, Invoice, and Receipt

• Resolves 3-way match discrepancies with vendors, receivers, and accounts payable

• Maintains appropriate follow up on open orders

• Collaborates with accounting to resolve outstanding receipt accruals

• Conducts necessary administrative duties to ensure accurate and orderly upkeep of files and retained data

• In cases where grant money is involved, ensures that at least three (3) bids are solicited on items costing over $500.00; documents these bids and maintains files in order to comply with state and federal guidelines.

• Responsible to follow policy and procedure in maintaining proper PO files, purchasing and contract Master Files, Receipt files, and Invoice follow up.

• Oversees and manages equipment on maintenance contracts to ensure accuracy of items added, deleted, or changed in coverage levels.

• Audits vendor invoices to ensure they match what is covered by contract.

• Audits Covenant Health contracts to ensure duplicate coverage does not occur or that gaps in coverage do not create risk.

• Ensures P-Card transactions are within policy and forwards to Finance timely with proper approval.

• Local travel required.

• Follows policies, procedures, and safety standards. Completes required education assignments annually. Works toward achieving goals and objectives, and participates in quality improvement initiatives as requested.

• Performs other duties as assigned.

Qualifications

Minimum Education

None specified; will accept any combination of formal education and/or prior work experience sufficient to demonstrate possession of the knowledge, skill, and ability needed to perform the essential tasks of the job, typically such as would be equivalent to an Associate’s degree. Preference may be given to individuals possessing an Associate’s degree in a business field from an accredited college or university.

Minimum Experience

None specified; preference may be given to individuals with five (5) years related experience. Computer skills required.

Licensure Requirement:

Employee must have a valid Tennessee driver’s license and state mandated minimum insurance coverage. Driving record must meet Covenant Health minimum standards at the date of hire and throughout employment tenure.

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Job Title Purchasing Agent

ID 4034545

Facility Covenant Health Corporate

Department Name MM-CORP PURCHASING