Purchasing Agent

Summary The position is in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Capitol Health Care Network (VISN 5), Martinsburg VA Medical Center, in the Facilities Management Service (FMS). The Purchasing Agent is a member of a team providing services and support to 15 maintenance and repair inventory programs. The FMS is responsible for maintaining, monitoring, repairing, and replacing all infrastructure equipment and devices. Responsibilities The incumbent is a member of a team providing service and support to 15 maintenance and repair inventory programs with specialized needs and whose level of repair parts increases each year. The incumbent is responsible for ensuring that purchases assigned to them are processed, packaged, and shipped in a timely manner. Distribute and balance the workload among vendors. Assure timely shipments of requested material and estimated delivery dates are uploaded to the associated purchase order; Keep in touch with the status and progress of shipment, and make day- to- day adjustments in accordance with established priorities; Estimate and report on expected delivery dates of shipments, and maintain records and time expended and prepare Due in Status Reports as requested; Instruct vendors and shippers on specific tasks and job techniques and make available written instructions and reference materials that may be required for deliveries of larger, more complicated deliveries; Give on the job training for processing to new employees; Maintain a current knowledge and answer questions of other employees on procedures, policies, directives, etc. and obtain needed information or decisions from supervisor; Check on shipments in progress or spot check shipments not requiring review (e. g., filing or direct services) and review completed shipments for proper filing. Amend and reject vendor purchase request when material is not available: Inform employees of available vendor services such as vendor training and advisories received through e-mail; Resolve simple, informal complaints of vendors and refer others to supervisor; Report to supervisor on performance, progress and training needs of vendors, and on behavior problems; Provide information to supervisor as requested concerning upcoming promotions, sales, item specific training, and special requirements of items requested. The incumbent receives, analyzes, and interprets repair part request forms (New Item Requests) and new vendor requests from facilities personnel and vendor agencies. The incumbent examines the Item Master File (IMF) records and historical requisition records to determine which vendor to best utilize based on GSA and VA established protocols. The incumbent authorizes and prepares complex purchase orders for a wide variety of spare parts and devices, non-medical supplies, building materials for the fabrication of devices, bulk inventory, electrical and plumbing equipment. The incumbent determines the correct Fund Control Point and Budget Object Codes to identify devices, supplies and services. The incumbent accomplishes final review and approval of purchases and reconciles charges within the Integrated Funds Control Point (IFCAP). The incumbent coordinates delivery of equipment, supplies, fuels, and compressed gasses to specified locations and times. The incumbent is responsible for all procurement actions taken within the limits of his/her purchase authority and is responsible for protecting the government's interest on all transactions in which he/she engages. The incumbent will be required to monitor control points and expenditures. The incumbent is responsible for using Government Inventory Package (GIP) when issuing stock items and meeting the 90-days or less of inventory goal including adherence to First-In-First-Out (FIFO) standard. The incumbent maintains continuous liaison with vendors, shop supervisors and staff to ensure timely acquisition and provision of items and services to the facility. The incumbent interviews vendors reporting to the service and receives phone calls from transportation companies. Advises supervisor, team members or other representatives on options, decisions, and equipment safety and maintenance. The incumbent has regular access to printed and electronic files containing sensitive vendor, contractor, credit card, and competitive pricing information and is responsible for protecting that information from unauthorized release, loss, alteration or deletion. The incumbent has a working knowledge of the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement along with the VA's Generic Inventory system. She/he periodically will be required to assist shop personnel and other staff, and communicate the process for those procedures mentioned above. The incumbent may serve as the Contracting Officer's Representative (COR) for various support/supply contracts. The incumbent must demonstrate tact, poise, and self-control in order to successfully complete telephone and personal contacts with a view to creating confidence and avoiding conflict. Work Schedule: Monday - Friday, 8a-4:30p Telework: Available in accordance with VA policy Virtual: This is not a virtual position. Position Description/PD#: Purchasing Agent/PD21006O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Requirements Conditions of Employment 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 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-05 position you must have served 52 weeks at the GS-04. 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. GS-5 Grade Requirements - To qualify for this position at the GS-5 level, you must have: Specialized Experience: At least one (1) full year of specialized experience equivalent to the GS-4 level in the Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of a Purchasing Agent and that is typically in or related to the work of this position. Specialized experience includes: 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. OR Education: Have 4 years of education above the high school level. You will be rated on the following Competencies for this position: Attention to Detail Communication Control of Funds Problem Solving IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: Requires some physical effort such as standing, sitting, walking or bending. There are no special physical demands. The work is performed in an office setting involving everyday risks or discomforts. Normal safety precautions are adequate. 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 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. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Additional Information 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. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. 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. The Fair Chance to Compete for Jobs Act (or the Act) prohibits the Department of Veterans Affairs (VA) from requesting applicant criminal history record information before extending a conditional or tentative offer of employment. In accordance with 5 U.S.C § 9202(c) and 5 C.F.R § 920.201 certain positions are exempt from the provisions of the Act. Applicants who believe they have been subjected to a violation of the Act, may submit a written complaint within 30 calendar days of the date of the alleged non-compliance to VA at vacofairchanceact@va.gov. Applicant written complaints should include the following: Administration name: Veterans Health Administration (VHA) Office name, employee name and contact information or contractor who made contact (if known). Date of contact. Details regarding the job opportunity announcement applied to, and copies of any documents or other evidence related to the complaint. Visit Office of the Chief Human Capital Officer (OCHCO) for more information.