Purchasing Agent

Description

• Process purchase requests from department managers and authorized staff in accordance with SFAS purchasing policies and approval limits.
• Prepare, issue, and maintain purchase orders (POs) prior to ordering goods or services, ensuring proper authorization and supporting documentation.
• Place orders, monitor delivery status, and verify receipt of goods and services against approved purchase orders.
• Communicate with vendors to obtain competitive pricing and resolve issues related to backorders, shortages, damaged goods, or billing discrepancies.
• Ensure all purchase orders are properly matched to vendor invoices and receiving documentation, accurately coded, and submitted to Accounts Payable in a timely manner.
• Maintain clear segregation of duties by not approving invoices for payment or processing payments.
• Obtain, document, and retain competitive quotes for significant purchases, including medical equipment and specialized supplies, in accordance with internal control guidelines.
• Coordinate with department managers regarding equipment repairs and service engagements, ensuring required approvals and documentation are obtained in advance.
• Meet with key vendors at least annually to review pricing, contracts, service levels, and proposed increases; document outcomes for budgeting and audit purposes.
• Maintain organized, complete, and accessible purchasing records (including POs, quotes, contracts, invoices, and vendor correspondence) in compliance with record‑retention requirements.
• Assist in budget preparation by providing purchasing data, documentation, and assumptions as requested.
• Support internal and external audits by promptly providing purchasing documentation, reconciliations, and explanations.
• Deposit all cash and checks within two business days of receipt, in accordance with SFAS cash‑handling policies.
• Ensure compliance with all SFAS policies, procedures, and internal controls related to purchasing, expense management, and financial reporting.
• Perform other related duties as assigned by the Senior Director of Finance.

• High school diploma or GED required.
• Demonstrated ability to work independently, manage multiple priorities, and meet deadlines in a fast‑paced environment.
• Strong attention to detail with a high degree of accuracy in documentation and recordkeeping.
• Proactive problem‑solving skills with a strong understanding of compliance and internal controls.
• Excellent written and verbal communication skills; ability to interact professionally with internal and external stakeholders.
• Proficiency in Microsoft Excel and general office technology.
• Professional, approachable demeanor with the ability to handle confidential information appropriately.
• Must pass background check and drug test.