Inventory Management Associate - Surgery

Kaiser Permanente - Wailuku, HI4.2

Performs inventory management responsibilities including ordering, receiving, and distributing of medical and non-medical supplies and equipment for department. Coordinates repair of equipment and instruments and tracks inventory and equipment sent out of department. Purchases items, materials or services of non-technical, technical, or specialized nature specifically for use in surgery. Monitors status of items on back order. Notifies appropriate staff and researches possible substitute products. Negotiates and collaborates with vendors, internal customers and departments.

Essential Responsibilities:
Coordinates with director of surgical specialties to ensure proper inventory levels maintained at all times. Keeps management informed of problem areas and takes constructive corrective action.

Gathers, computes, compiles, codes and reports data and information for variety of purchase orders and routine special or statistical reports or studies. Provides information, projections and recommendations for purchase standardization, quality, amounts or equivalency.

Performs cycle counting by counting and verifying inventory stock.

Resolves daily discrepancies on medical supply orders. Seeks approval for overshipments to save expense of returning items. Contacts vendors regarding return for credit. Contacts vendors regarding outstanding purchase orders. Informs staff of status. Sources substitute items if needed immediately by requesting department.

Receives and verifies accuracy of orders received. Enters information into database for receiving department, and provides direction to finalize transactions. Inspects items for visible damage. Returns incomplete, incorrect, or damaged orders. Follows-up with vendor to assure returned items are replaced.

Distributes items as appropriate. Performs follow-ups and expediting activities necessary to ensure proper delivery schedules.

Receives and stores equipment deemed recyclable/reusable for future use. Inputs equipment and disposition data into computer. Distributes same as requested.

Edits requisitions and confers with requesting surgical specialty regarding requirements, specifications, quantity and quality of merchandise, and delivery schedules. Places orders with wholesaler/vendor and/or sales representative.

Negotiates with suppliers adjustments involving replacement of supplies not conforming to purchase specifications, return of supplies declared as surplus, out-of-date, withdrawn or static and ensures appropriate credit is received.

Works directly with vendors, requesting departments and Accounts Payable to resolve issues pertaining to vendor invoice report, duplicate billing, short ships, over billing and merchandise not listed. Requests proof of delivery documents. Enters correct information and adjustments into database for balancing. Contacts Accounts Payable for adjusting orders for re-voucher.

Expedites calling in urgent non-stock medical supply orders on daily basis. Notifies staff of status. Completes non-stock requisitions and blue cards with full information. Completes urgent flyers for warehouse to receive on specific date. Accepts urgent stock orders from staff, and enters information into database.

Solicits and analyzes quotations for new, stock, and non-standard items and ensures purchases comply with government regulations, accepted trade practices, and medical care standards acceptable to ordering department or unit.

Relieves other buyers of department responsibilities as needed.