Purchasing Agent

Summary This position serves as a Purchasing Agent for the Logistics Service in a Veteran Affairs Health Care System (VA HCS) and supported catchment area. **Recruitment and Relocation Incentive may be authorized for highly qualified candidates ** Responsibilities Duties include but not limited to: Conducts purchasing for a VA Medical Center, and supported catchment area, under the micro purchase threshold and must have knowledge of the Federal Acquisition Regulation (FAR), VA Acquisition Regulations (VAAR) and other federal procurement laws. Purchases various equipment, supplies, and services through the use of the government purchase card for micro purchases. Reviews and edits purchase requests to ensure the item or service is adequately described based on the requester's need. Ensures all information has been provided and the request is consistent with legal requirements. Obtains necessary product information, price information and procedures for written or verbal purchase orders. Utilizes different ordering, reporting procedures, and purchasing methods depending on the type quantity, dollar value, and urgency of the requirement. Creating 2237s, completing Purchase Orders, eCMS (FORCE) entries and verify vendors in the VHA system of record prior to placing an order. As a subject matter expert, the incumbent will provide general guidance to potential vendors on requirements and information needed to be entered into the VHA's local vendor file. The incumbent will utilize various web-based portals to order items from awarded contracts to include the Department of Defense's Electronic Catalog (ECAT) and the Medical Surgical Prime Vendor's site for ordering, tracking and monitoring procurement transactions. The incumbent will review Fund Control Points and verify the running balances to ensure procurement obligations are complete and approved prior to placing orders. Provides administration and oversight on orders and services. Represents the VA in discussions with vendors/contractors to obtain agreement on micro purchases and vendor/contractor compliance. Monitor vendor performance through personal contact, review progress reports, and discuss reasons for delays, failures, or price changes. The incumbent tracks obligations/commitments and monitors expenditures to support recurring budget forecasts and identify potential fraud, waste and abuse based on procurement history and purchase trends. The incumbent researches, reviews, develops spreadsheets, and prepares reports for procurement under the micro-­threshold to address departmental needs from the Supervisor. Ability to compile, consolidate, organize, and summarize specific procurement information to support efforts related to annual budget estimates and a variety of onetime and recurring reports. Performs work in support of general management and/or program analysis function in which knowledge of the purpose, operation, methodology and techniques characteristic of specific management/program analysis functions are required. Coordinates with the using services representatives regarding sources of supplies and acceptable substitutions when the standard items are in short supply or unavailable from the normal source of supply. Applies conventional practices to solve any problems in the procurement transaction. When significant problems are encountered, or deviations are required, develops recommended alternatives or solutions prior to completion of the procurement action for supervisory review. Provides excellent customer service to medical staff, customers, vendors, and contractors and resolves issues in an expeditious manner to ensure requests and bills are processed in a timely and accurate manner. Resolves minor disputes and informal complaints among medical staff and customers and refer formal complaints to the immediate supervisor. Communicates in a tactful and courteous manner with a variety of individuals with diverse backgrounds and levels of understanding. Supports other functions of the Logistics Service as required, including distribution of procured supplies and material. Performs other related duties as assigned. Work Schedule: 8:00 am - 4:30 pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Purchasing Agent/PD99896A Relocation/Recruitment Incentives: ** Recruitment and Relocation Incentive may be authorized for highly qualified candidates ** Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 12/24/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience performing clerical or assistant duties in support of purchasing and procurement; procuring supplies and services to meet the purchase, rental, or lease needs of an organization; working with medical staff to determine procurement needs and priorities; resolving a variety of shipment, payment, or other discrepancies in support of procurement programs and operations; purchasing various equipment, supplies, and services through the use of a purchase card; and assembling and/or summarizing information from files and documents as required to create reports utilizing automated computerized supply/inventory management systems and Microsoft Office software programs such as MS Word and Excel. Note: Experience should be full documented on your resume. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have graduate education that is directly related to the duties of the position. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical) Decision Making Manages and Organizes Information Manages Resources Reasoning (Clerical/Technical) Technical Competence Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: Requires some physical effort such as standing, sitting, walking, or bending. There are no special physical demands. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.