The Procurement Analyst provides organization and affiliate wide analysis to assure the highest quality products, equipment, contract services, and service agreements are purchased at the best value; best value encompasses the best quality and service at the lowest possible cost. The incumbent in this position is responsible to prepare, analyze, negotiate, and summarize request for information and proposals, and present findings and recommendations to the DSCO and various staff and meetings for decision making. The Procurement Analyst also works closely on equipment needs for organization and affiliate construction projects to ensure equipment purchase needs are met on or ahead of construction timelines. The Procurement Analyst, in conjunction with the DSCO optimizes and automates supply chain efficiency and processes to reduce the ongoing cost of business, improve communication, operational control and increase reliability.
Essential Job Functions
•Supports and models behaviors consistent with the
mission and philosophy of Billings Clinic. Responsible for the promotion of,
and adherence to, the elements of Billings Clinic’s Code of Business Conduct
and corporate compliance program as it relates to Supply Chain Operations
services.
•Maintains a working knowledge of various state and
federal procurement/purchasing guidelines such as the Stark Law,
Robinson-Patman Act, Sunshine Act, and others as appropriate. (Resource
Management, Supply Chain, Purchasing Guidelines)
•Reviews all agreements and participates as needed
in contract negotiations. Identify savings opportunities, benchmarks pricing,
reviews contract specifications and recommends changes. Compares current
contract terms to ensure proposed changes do not negatively impact the
organization. Addresses, communicates and documents discrepancies with vendors.
Effectively communicates to the DSCO instances in which a manufacturer fails to
meet the agreed upon organizational needs. Assures contract compliance by
establishing an effective method for validating all vendor contracts at least
annually. (Resource Management, Supply Chain, Contract Negotiations)
•Assists DSCO and the Purchasing Supervisor with
development of bid specifications, obtains, and reviews bid documents and
compares the vendor bid versus the Group Purchasing Organization (GPO) baseline
agreement. Prepares bid summaries for Director and executive level review and
approval. (Resource Management, Supply Chain, Bids)
•Responsible to obtain, monitor, and track quotes,
purchasing, and receipt of equipment for construction projects. Works closely
with Facility Services staff, department and affiliate leadership to stay
within construction timelines and budgets for equipment procurement. (Resource
Management, Supply Chain, Equipment Procurement Tracking)
•Begins the contract process and prepares contracts
initiating from Billings Clinic as required. Works closely with Billings Clinic
Legal to ensure terms are appropriate and contracts are ready for final
signature. (Resource Management, Supply Chain, Contracts)
•Works with affiliate supply chain and leadership staff
to provide and ensure cost saving opportunities through GPO optimization and
standardization when possible. Reviews affiliate quotes and makes
recommendations on best purchasing outcomes. Reviews bid request and contracts
as requested. (Resource Management, Supply Chain, Affiliate Relationship)
•Participates in the development and oversight of the
department’s operating budget. Identifies budget variances and effectively
communicates these to the DSCO. (Resource Management, Budget, Department Budget
Planning)
•Develops, recommends and implements procurement policies
and procedures in coordination with and the approval of the DSCO. (Quality
& Regulatory, Policies & Procedures, Assists with Polity Development)
•Maintains records of all analysis and negotiations and
maintains a cumulative monthly record of cost savings and cost avoidance for
each fiscal year. (Resource Management, Supply Chain, Cost Saving Tracking)
•In collaboration with the DSCO, develops and implements
short and long-range plans, and leads, develops and revises programs which
enhance department services. (Leadership, Department planning, Dept Planning)
•Demonstrates support for continuous quality improvement
principles and techniques to assess and improve processes, systems, and
departmental/personnel performance.
•Identifies needs and sets goals for personal growth and
development; meets all mandatory Billings Clinic/departmental requirements.
•Maintains competency in all organizational, departmental
and outside agency environmental, employee or patient safety standards relevant
to job performance.
•Performs other duties as assigned or needed to meet the
needs of the department/organization including providing back up to the
positions of Purchasing Agent.