Lead Purchasing Agent

Lead Purchasing Agent

The Lead Purchasing Agent leads three or more Purchasing Agents performing work at the GS-6 level. The Lead serves as first respondent to any staff concerns related to procurement, purchase orders or and is expected to work independently to resolve those issues, only escalating unresolvable issues to the supervisor or the Inventory Management Specialist. As the leader of a team of Purchasing Agents, the position facilitates, coordinates, coaches, and problem solves with team members.

The work of the position enables the Purchasing Agent team to deliver improved quality, quantity, and timely services to customers. Additional duties include but not limited to:

• 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.
• Assists 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 makes 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. Recommends team members for projects.
• 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.
• 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.
• Will provide general guidance to potential vendors on requirements and information needed to be entered into the VHA's local vendor file.
• 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.
• 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 is required.
• Obligations/commitments and monitors expenditures to support recurring budget forecasts and identify potential fraud, waste and abuse based on procurement history and purchase trends.
• Researches, reviews, develops spreadsheets, and prepares reports for procurement under the micro-threshold to address departmental needs from the Supervisor.

Work Schedule:

Monday through Friday, 8:00 am to 4:30 pm., Tour of Duty subject to change due to agency needs.

Position Description/PD#:
Lead Purchasing Agent / PD99879S

Relocation/Recruitment

Incentives:

Not Authorized

Critical Skills Incentive (CSI):
Not Approved

Permanent Change of Station (PCS):
Not Authorized