Procurement Specialist

Woodstock Hospital is a new state of the art facility committed to delivering high quality, patient centered care and services:

• New State of the Art Facility
• Affordable On Site Parking, Electric Car Charging Stations
• HOOPP Pension Plan & Comprehensive Full Time Benefits
• Competitive Salaries, Tuition Assistance
• Monthly Wellness Initiatives, Staff Massage Chairs
• Job Sharing Opportunities, Internal 50/50 for Staff
• Corporate Discount Program, Staff Recognition Programs
• On Site Pharmacy

Position Summary:

Under the direction of the Director of Materials Management, with minimal direct supervision, this role performs professional work of advanced difficulty, in transactional and administrative
purchasing activities for the hospital. This includes, but is not limited to, sourcing, vendor management, contract administration and the procurement of supplies, equipment and professional services, in accordance with applicable public procurement legislation, rules and policies, through all available avenues.

Responsibilities:
1. This position is responsible for researching, procuring and/or coordinating, the equipment, supplies and services required by internal departments in accordance with all applicable legislation, policies and procedures.
2. Leads interdisciplinary committees to develop scope, timelines and RFx documents to ensure fair and transparent competitive bidding.
3. Issues RFx documents, analyzes bids, coordinates and supervises activities of and offers support to, evaluation committees, in order to maintain project timelines, achieve best value and the most advantageous outcome.
4. Assists departments with requirements for goods and services including, specifications, quantity, quality and delivery method. Recommends alternatives that would result in greater value, are under current contract or are viable substitute products during times of backorder.
5. Confers with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
6. Negotiates with consultants, contractors and suppliers regarding specifications, scope of work, prices, terms and conditions.
7. Performs contract administration, including liaison between suppliers and departments, ensures compliance with contract terms and conditions, negotiation of contract amendments, extensions and change orders. Analyzes cost and price data from vendors. Performs contract audits when required and updates data such as the item master, as required.
8. Reviews and executes contracts, purchase orders, change orders and other documents within delegated authority.
9. Maintains the integrity of the public procurement process at all times.
10. Analyzes current procurement activities and recommends improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, and GPO affiliation.
11. Provides guidance and assistance to other employees within department, as required.
12. Researches market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
13. Engages in procurement planning with client departments. Routinely meets and communicates with client departments in order to identify and provide high quality service and meet requirements on a timely basis. Provides accurate, complete and up-to-date information in a courteous, efficient and timely manner.
14. Effectively communicates purchasing policies and procedures to all personnel and interprets said policies and procedures as necessary.
15. Maintains and audits item master, including up to date item creation and supplier creation and validation.
16. Maintains and audits items in WH inventory, including weekly count verifications and updates.
17. Prepares and maintains accurate records, documentation and requested reports, on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
18. Performs other related duties as required or assigned by Director.

Qualifications:
EDUCATION:
- Bachelor’s degree from an accredited college or university in Purchasing, Business, Finance, or closely related field.
- Certified Professional Public Buyer (CPPB) or equivalent certifications, or the willingness to obtain.

 

EXPERIENCE:
- Minimum five (5) years progressively responsible in purchasing, preferably in a hospital or publicly funded setting.
- Experience working on a project team for the implementation for new MRP/ERP would be an invaluable asset in this role.
- Considerable knowledge of business practices related to purchasing.
- Considerable knowledge of contract documents, solicitation methods and contract administration related to public procurement.
- Good knowledge of laws, policies and procedures governing public procurement
- Some knowledge of contract law.
- Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis.
- Some knowledge of cost accounting as it relates to price and cost analysis.
- Considerable skill in researching and preparing complex solicitations, reports and contract documents.
- Considerable skill in negotiating contracts.
- Working skill in project management.
- Advanced skill with computers, including automated purchasing systems and common office software and productivity tools.
- Ability to read, interpret, explain and properly apply procurement rules, regulations, laws, policies and procedures.
- Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
- Ability to use judgment and initiative in making recommendations and resolving problems that are complex and sensitive in nature.
- Ability to effectively communicate orally and in writing, including the ability to convey complex subjects in a clear, concise and positive manner.
- Ability to establish schedules and to complete projects on a timely basis.
- Ability to successfully deal with all persons in a fair and equitable manner.
- Ability to make decisions and deal with difficult situations.
- Possess complete integrity and a high sense of personal and professional ethics.
- Be committed to service excellence by supporting our internal customers to the best of ability.