GENERAL OVERVIEW:
This job reviews and approves of non contract requests before they are turned into purchase orders. Ensures purchases are compliant to our contracts and identifying new contracting opportunities. Communicates effectively with the Organization's customers, educating them on the transition of non contract requests, re-directing them to contracted products that they should be utilizing. Purchase requests are entered into Meperia, which results in the population of the Coupa item file. This ensures accuracy of ordering, allocation of expense, ability to accurately pull spend data from Coupa for sourcing events, and accurately directs the orders to the appropriate procurement staff member for ordering.
ESSENTIAL RESPONSIBILITIES
Price File Review - Review price file submissions from sourcing for accuracy and consistency in the following areas: supplier name, product description, commodity code, contract term dates, and for contract updates any net new products being added to the contract
Non Contracted / Item File Purchase Order Activity Review - Review items presently in the Coupa item file without a contract assigned to them. Products should either be transitioned to a contracted equivalent or sourcing be alerted of potential contract opportunities. Communication with the using departments is critical in the event of a change to the contracted product.
Non Contract Requisition Approval - Items over $3000 (subject to change) - entered into the Coupa approval process by the procurement specialist when they receive an order with a product having a unit cost of $3000 or greater that they cannot find a contract for or have knowledge of a competitive product that the item should be changed to. Validate based on their contract knowledge and/or confer with sourcing before approving the order as requested.
Price Discrepancy Investigation - investigate and resolve items in the Coupa item file that when invoiced the supplier is billing the product at a difference in what is believed to be the contracted cost. The end result could be an error in the development of the price file (as described in item 1) or the supplier is not recognizing the committed contract price when submitting invoices.
Contract Activation - with oversight from sourcing there may be opportunities to activate a contract or develop local contract to cover areas pertaining to repair and service
Other duties as assigned or requested.
QUALIFICATIONS:
Required
Associate's degree
Substitutions
3-5 years relevant experience in lieu of Associate's degree
Preferred
3-5 Years of experience in Procurement
SKILLS:
Knowledge of Commodity Codes
Contract language, Terms and Conditions
Must have advanced Excel Skills
General Product knowledge or ability to do research on product to determine ideal commodity code
Effective communication with hospital based customers and sourcing staff within the department
Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
Compliance Requirement: This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.
As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times. In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy.
Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.
Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on any category protected by applicable federal, state, or local law.
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