Purchasing Agent

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Full Time Technical Property & Supply, Oyate Health Center, Rapid City, SD, US

The Purchasing Agent is responsible for executing and coordinating the procurement of supplies, equipment, and services in support of healthcare operations at the Oyate Health Center, in accordance with established GPTLHB policies, procedures, and internal controls. This position serves as the organization’s primary purchasing resource, ensuring timely, compliant, and cost‑effective acquisition of clinical, office, and operational items necessary to support uninterrupted patient care and business operations.

The role manages purchasing activities across approved dollar thresholds by reviewing and processing authorized requisitions, coordinating with vendors on pricing, availability, and delivery, and ensuring purchasing documentation is accurate, complete, and audit‑ready. The Purchasing Agent exercises fiscal judgment within delegated authority.

Specific duties include, but are not limited to:

• Executes purchasing activities for clinical, medical, dental, office, and operational supplies, equipment, and services in support of healthcare operations, in accordance with approved requisitions, organizational policies, and internal controls.
• Reviews purchase requests and supporting documentation for completeness, appropriate approvals, funding and coding accuracy, and clearly defined specifications; coordinates with requesting departments to resolve discrepancies and clarify requirements.
• Obtains vendor quotes and supporting information related to pricing, availability, lead times, substitutions, and delivery schedules, and performs price comparisons or reasonableness checks within delegated purchasing authority.
• Prepares, processes, and maintains complete and accurate purchasing documentation, including quotes, purchase orders, vendor confirmations, receiving documentation, returns or credits, and related correspondence to ensure records are audit‑ready.
• Serves as the primary point of contact with vendors regarding ordering, delivery coordination, backorders, substitutions, and resolution of issues related to defective, incorrect, or unacceptable goods or services.
• Coordinates with the Procurement & Supply Technicians, Inventory Management Specialists, Finance, Facilities, Bio Med, and end users to support timely receipt, distribution readiness, and resolution of receiving discrepancies in accordance with established procedures.
• Supports healthcare supply continuity by monitoring vendor performance impacts, identifying potential supply disruptions, and escalating concerns as needed to prevent interruption to patient care or operations.
• Supports product evaluation and standardization efforts by gathering specifications, comparing alternatives, and coordinating feedback with clinical and operational stakeholders to align product selection with quality, usability, and cost considerations.
• Assists with routine, cyclic, and annual physical inventory counts of organizational assets and inventory supplies across assigned locations, including reconciliation of variances and documentation of results in accordance with established inventory control procedures.
• Processes authorized purchasing requests are routed through established internal approval and coordination processes, in accordance with purchasing policies and procedures.
• Utilizes purchasing, inventory, and business systems and tools to track purchasing activity, maintain records, and support reporting, workflow efficiency, and internal controls.
• Maintains regular and reliable attendance; communicates…