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Veterans Affairs, Veterans Health Administration Purchasing Agent in North Chicago, Illinois

Summary This position supports the Logistics Service and other supported areas acquiring supplies, services, and construction by purchase, rental, or lease. The work requires knowledge of policies and procedures for delivery orders and small purchases. This work requires knowledge of commercial supply sources and common business practices. Review the entire announcement and the information under required Document Section to avoid any application mishaps. Responsibilities Duties include and are not limited to: Purchases various equipment, supplies, and services through the use of the government purchase card for micro purchases. Reviews and edits purchase requests Verifies all information is provided and the request is consistent with legal requirements Obtains necessary product information, price information and procedures for written or verbal purchase orders Utilizes a variety of ordering, reporting procedures, and purchasing methods Verifies approved vendors in the VHA system of record Creates purchase orders utilizing various systems: eCMS (FORCE) entries Serves as the SME, provides general guidance to potential vendors on requirements and information needed to be entered into the VHA's vendor file Employees various web-based portals to order items from awarded contracts Reviews Fund Control Points and verify the running balances and compliance Provides administration and oversight on orders and services. Represents the VA in discussions with vendors/contractors Monitors vendor performance through personal contacts, review progress reports, and discuss reasons for delays, failures, or price changes Tracks obligations/commitments and monitors expenditures to support recurring budget forecasts Identifies any potential fraud, waste and abuse based on procurement history and purchase trends The incumbent researches, reviews, develops spreadsheets, and prepares reports Performs work in support of general management and/or program analysis Coordinates with the use of services, supplies and acceptable substitutions when the standard items are in short supply/unavailable Applies conventional practices to solve any problems in the procurement transaction. When significant problems are encountered, or deviations are required, develops recommended alternatives or solutions prior to completion of the procurement action for supervisory review Provides excellent customer service Resolves issues in an expeditious manner Resolves minor disputes and informal complaints among medical staff and customers and refer formal complaints to the immediate supervisor Communicates in a tactful and courteous manner with a variety of individuals with diverse backgrounds and levels of understanding. Supports other functions including distribution of procured supplies and material. Makes purchases involving specialized requirements and/or commercial requirements that have unstable price or product characteristics, hard-to-locate sources, or similar complicating factors. Knowledge of solicitation or purchasing methods, that would be acquired through extended training or experience Administrative activities include placing telephone calls in reference to delivery status, preparing and issuing contract modifications for directed changes or changes in delivery schedule, sends formal correspondence to inventory management specialists, other service line contacts and contracting officers Work Schedule: Monday-Friday 7:00 a.m. - 3:30 p.m. Compressed/Flexible Schedule: Reg Telework 3+ days per pay period Position Description Title/PD#: Purchasing Agent/PD99896S Critical Skills Incentive (CSI): Relocation/Recruitment Incentives: Not authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Pre-employment physical required Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/22/2024. NOTE: Include detailed statements in your application/resume that will allow for understanding of your achievement level for any skill mentioned as a requirement. Specialized experience To qualify for this position you must have the following Specialized Experience: Experience performing clerical or assistant duties in support of purchasing and procurement; procuring supplies and services to meet the purchase, rental, or lease needs of an organization; 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; purchasing various equipment, supplies, and services through the use of a purchase card; and 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. Knowledge Required by the Position: Requires a broad knowledge of VA and Federal Acquisition Regulations, Public Laws, published guides, directives, and procedures Working knowledge of Fiscal Fund Control Points and budget balances Practical knowledge of agency budgetary processes and procedures for transactions involving two or more appropriations with different guidelines and procedures or a comparable mix of appropriated funds and /or revolving fund accounts Knowledge of purchase card regulations and policies, socioeconomic goals, and priority sources of supply Skill in analyzing descriptions that have unique aspects and many critical characteristics Knowledge of price analysis techniques Knowledge of various acquisition clauses Knowledge of eCMS, 2237 's, and other agency databases Knowledge of Microsoft Office to include Microsoft Excel Ability to use Outlook Mail Knowledge of the Federal Acquisition Regulation (FAR), VA Acquisition Regulations (VAAR) and other federal procurement procedures Ability to compile, consolidate, organize, and summarize specific procurement information law In addition: Knowledge of solicitation and purchasing methods, such as oral solicitations, calls against BPA's, delivery orders, or priced purchase orders Knowledge of frequently used and easily understood regulations Knowledge of basic price evaluation techniques Knowledge of commercial commodities and established markets Knowledge of post award procedures sufficient to resolve typical problems with deliverables Knowledge of automated or manual small purchase systems sufficient to locate, add, and retrieve information SCREEN-OUT ELEMENT: Your qualifications will first be evaluated against the prescribed screen out element, which usually appears as question 1 in the on-line questionnaire. Those applicants who appear to possess at least the minimal acceptable qualification requirement are considered for further rating; those who do not are rated ineligible and are eliminated. The potential eligibles are then rated against the remainder of the Job Elements: Customer Service (Clerical/Technical) Decision Making Manages and Organizes Information Manages Resources Reasoning (Clerical/Technical) Technical 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. Education No education substitution for this position and grade level. 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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