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Job Information

Veterans Affairs, Veterans Health Administration Purchasing Agent in Sioux Falls, South Dakota

Summary

This position primarily performs Purchasing Agent work to acquire supplies, services, and construction by purchase, rental, or lease through (a) delivery orders and/or (b)small purchase procedures. The work requires knowledge of policies and procedures for delivery orders and small purchases. This work also requires knowledge of commercial supply sources and common business practices related to sales, prices, discounts, units of measurement, deliveries, stocks, and shipments.

Responsibilities

Duties may include: 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. Provide general guidance to potential vendors on requirements and information needed to be entered into the VHA's local vendor file. Utilize various web-based portals to order items from awarded contracts Tracking and monitoring procurement transactions. Review Fund Control Points and verify the running balances to ensure procurement obligations are complete and approved prior to placing orders. 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. Monitor vendor performance through personal contact, review progress reports, and discuss reasons for delays, failures, or price changes. Tracks 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. Ability to compile, consolidate, organize, and summarize specific procurement information to support efforts related to annual budget estimates and a variety of onetime and recurring reports. Ensure requests and bills are processed in a timely and accurate manner. Procures supplies and services to meet the purchase, rental, or lease needs of the organization. Examines incoming requests for completeness including presence of purchase request number, accounting codes, item description estimated cost, and quantity. Ensures all critical information is included in the solicitation package and develops unique selection criteria for each purchase. Conducts open market research for purchases of routine equipment, supplies, and services. Prepare and issue contract modifications for changes in delivery schedule and sends formal correspondence to a variety of customers for the purposes of auditing documents, processing receiving reports, and payments. Utilizes various web-based applications to identify required sources of supply. Collects data to determine price reasonableness for new items. Prepares detailed written solicitations. Uses federal and agency acquisition regulations, federal property management regulations, internal procedures and guidelines, and other references to identify possible sources and other pertinent information related to purchases. Provides procurement support throughout the procurement cycle by filing contracts, processing amendments and modifications, and monitoring the status of deliveries. Conducts follow up action on undelivered orders and aged purchase card transactions to close out purchase orders. Monitors purchases and reconciles credit card billing statements. Reports cases of fraud and prepares unauthorized credit card purchase reports. Maintains accountable procurement records and auditing information. Maintains catalogs, contract files, and lists of firms offering specific equipment, supplies, and services. Collaborates with Administrative Officer and other office personnel to establish procurement preference goals. 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 medical facility. Communicates in a tactful and courteous manner with a variety of individuals with diverse backgrounds and levels of understanding. Promotion Potential: The full performance level of this position is GS-6 Work Schedule: Weekdays 7:30 am to 6:00 pm

Telework: Not available

Virtual: This is not a virtual position.

Position Description/PD#: Purchasing Agent/PD99896-A and PD80361-A

Relocation/Recruitment Incentives: 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, 11/04/2020. 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 06 position you must have served 52 weeks at the GS 05. 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 and/or education as described below: GS-5 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience may include but not be limited to: performing a variety of receptionist, timekeeping, record keeping or administrative duties; procuring supplies and services to meet the purchase, rental, or lease needs of an organization; purchasing various equipment, supplies, and services through the use of a purchase card; utilizing a variety of automated systems to enter, update, revise, sort, and calculate data; utilizing different ordering, reporting procedures, and purchasing methods. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation OR, Combination: Applicants may also combine education and experience to qualify at this level. You must possess equivalent combinations of successfully completed post-high school education and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-6: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to the following: Experience performing clerical, assistant or administrative duties in support of purchasing and procurement; Procuring supplies and services to meet the purchase, rental, or lease needs of an organization; Purchasing various equipment, supplies, and services through the use of a purchase card; Utilizing a variety of automated systems to enter, update, revise, sort, and calculate data; 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. 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; You will be rated on the following Competencies for this position:

Customer ServiceDecision MakingManages and Organizes InformationManages ResourcesReasoningTechnical 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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. This job opportunity announcement may be used to fill additional vacancies. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. If you are unable to apply online view the following link for information regarding an Alternate Application.

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