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Lead Purchasing Agent

Company: Veterans Affairs, Veterans Health Administration
Location: Shreveport
Posted on: January 15, 2022

Job Description:

Summary The position serves as a Lead Purchasing Agent for the Logistics Service at the Shreveport, LA Veteran Affairs Health Care System (VA HCS) and supported catchment area. Responsibilities Duties include: Leads three or more Purchasing Agents performing work at the GS-6 level. Explains assignments, projects, problems to be solved, etc.as well as deadlines. Distributes and balances the workload among employees in accordance with established workflow, skill level or job specialization and assures timely accomplishment of assignments. Coaches Purchasing Agents on the selection and application of problem-solving methods and techniques, provides advice on work methods, practices and procedures. Maintains awareness of the status and progress of work, makes day-to-day adjustments to align with established priorities and goals. Assistances the supervisor on problems that may arise, such as backlogs. Estimates and reports on expected time of completion of work. Instructs Purchasing Agents in specific tasks and job techniques and make available written instructions, and reference materials. Identifies training needs and gives on the job training to new Purchasing Agents in accordance with established procedures and practices. Maintains current knowledge and answers questions of Purchasing Agents on procedures, policies, directives, or other guidelines as necessary and obtains needed information, resources, use of overtime, or decisions from supervisor on problems that come up. Reviews completed work to see that supervisor instructions on work sequence, procedures, methods and deadlines have been met. Checks on work in progress or spot checks work not requiring review. Monitors working conditions to ensure work environment is safe. Facilitates team building and consensus decision-making. Resolves simple, and informal complaints within section. Approves leave for a few hours or for emergencies. Reports to supervisor on performance, progress and training needs of Purchasing Agents, and on behavior problems or issues. Provides information to supervisor as requested concerning tour of duty changes, promotions, reassignments, recognition of outstanding performance, and personnel needs. Conducts purchasing for the VA HCS 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. Creates 2237s, completing Purchase Orders, eCMS (FORCE) entries and verify vendors in the VHA system of record prior to placing an order. Utilizes 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. Provides administration and oversight on orders and services. Tacks obligations/commitments and monitors expenditures to support recurring budget forecasts and identify potential fraud, waste and abuse based on procurement history and purchase trends. Coordinates with the using services representatives regarding sources of supplies and acceptable substitutions when standard items are unavailable source of supply. Procures supplies and services to meet the purchase, rental, or lease needs of the organization. Prepares and issues contract modifications for changes in delivery schedule and sends formal correspondence to a variety of customers for the purpose of auditing documents, processing receiving reports, and payments. Advises approving officials and purchase card holders on purchase card program, procurement procedures and responsibilities while conducting random reviews in accordance with established Logistics and other departmental policy. Serves as the first line of contact for medical staff and customers in regard to procured items. Provides clerical support and coordination to approving officials and administrators. Performs a variety of receptionist, timekeeping, record keeping and miscellaneous duties in the medical facility. Answers telephones and refers calls to appropriate staff. Uses departmental software to produce printouts for logistic and medical staff. Establishes office files and record systems. Utilizes a variety of automated systems to enter, update, revise, sort, and calculate data; monitor purchase requests; process receipts; and monitor active and delinquent invoices. Develops reports and spreadsheets, obtains, organizes, files and retrieves reports for briefing and presentation purposes. Utilizes Microsoft Office to create, edit and aggregate data necessary for expense tracking and Supply Chain management reporting. Work Schedule: Monday through Friday, 7:30 am - 4:00 pm (subject to change based on the needs of the agency) Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Lead Purchasing Agent/PD99879S Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2022. 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-07 position you must have served 52 weeks at the GS-06. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Develops reports and spreadsheets, obtains and organizes files, and retrieves reports for briefings and presentation purposes Advises approving officials and purchase card holders on purchase card program, procurement procedures and responsibilities Instructs Purchasing Agents in specific tasks and job techniques and make available written instructions, and reference materials Develops recommended alternatives or solutions prior to completion of the procurement action when problems are encountered and/or deviations are required Initiates and provides training to acquisition and technical staff on the procurement process Makes purchases involving specialized requirements and/or commercial requirements that have unstable price or product characteristics, hard-to-locate sources, or similar complicating factors Conducts open market research for purchases of routine equipment, supplies, and services. -Recommends or makes decisions based on analysis of various trade-offs (e.g. cost of renting vs. purchasing, free services included, vendor reputation or past performance) Reviews completed work to see that instructions on work sequence, procedures, methods and deadlines have been met Instructs employees in specific tasks and job techniques and provide written instructions, reference materials and supplies You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Decision MakingManages and Organizes InformationManages ResourcesReasoning (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 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information Receiving Service Credit or 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. As required by Executive Order 14043, Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. 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 exception from this requirement using the reasonable accommodation process. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Shreveport , Lead Purchasing Agent, Sales , Shreveport, Louisiana

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