Job Objective:
Under the supervision of the Supervisor Materials Management performs all duties and functions relating to the maintenance of inventory levels within areas of responsibility. In addition to Materials Specialist I duties, has primary responsibility for all receiving duties.
Essential Duties and Responsibilities:
- Inventories and distributes medical/surgical supplies to all nursing units, according to par levels, on a selected schedule
-
Prepares stock purchase orders on electronic data information system; transmits to vendors, monitors pricing, and does follow-up as required. Informs Supervisor of changes
-
Prepares documents to process stock adjustments due to incorrect shipment; shortages, damages, etc. Keeps Supervisor informed of problems
-
Assists Supervisor Materials Management with cycle counts, fiscal inventory and distribution operations
-
Assists the Supervisor with the establishment of priorities and delivery schedules of incoming materials or supplies and ensure they meet required delivery dates
-
Maintains established quality control systems for supplies (rotation and storage)
-
Adjusts par levels, additions and deletions of supplies in par locations
-
Edits par levels and notifies Supervisor Materials Management of changes for computer
-
Receives requests for supplies, selects stock from inventory and loads distribution cart. Distributes supplies to designated areas
-
Receives and handles all packing lists, bills of lading and related materials
-
Answers and places telephone calls to and from our customers
-
Maintain clean working conditions within the department on a daily basis
-
Maintains professional work habits by organizing workload, setting priorities, completing assignments in a timely manner, utilizing resources appropriately, complying with department program standards and adapts well to changes
-
Able to interact with patients, visitors and hospital personnel in a professional manner
-
Able to relate effectively to people and situations in a stressful and fast pace environment
-
Through continuing education, maintains up-to-date knowledge in the area of Materials Management
-
Loads or unloads material, equipment, merchandise, or supplies from dock area to designated delivery area/warehouse
-
Checks for obsolete and outdated supplies in inventory areas
-
Obtains authorized signatures for delivery of non-stock items delivered to departments and forwards paperwork to the department secretary
-
Works with department Supervisor and/or directors on controlling overall supply expenses (via par levels and expenses)
-
Identifies patient chargeable supplies with labels
-
Works closely with Supervisor to identify, develop and implement new processes with distribution
-
Assist with other items as assigned or required
-
Supports and backs-up all Materials Management staff as required
-
Participates on various committees and/or task groups as required
-
Assists the Supervisor to coordinate distribution and introduction of new products. Works with the Supervisor in analyzing inventory reports and surplus stock lists to determine need for improvement in control methods: assists with the initiation of corrective measures to restore satisfactory balances
-
Train and direct staff in inventory control and distribution on all medical/surgical supplies and equipment to required destinations
-
Reviews end-of-month and annual reports in specialized areas or responsibility for accuracy and discrepancies that are reported to the Director
-
Processes invoice discrepancies for resolution for accounts payable.
-
Manages inventory and par levels in specialized areas of responsibility (i.e., Surgery, L&D, OB and NICU)
-
Receives and scans in incoming freight (i.e. FedEx, UPS, OfficeMax, etc.)
-
Conducts annual inventory is specialized areas of responsibility
-
Processes products that require special handling (i.e., refrigerated, frozen, hazardous, etc.)
-
Reports to the buyers immediately for resolution and damages or discrepancies from incoming freight orders.
Non-Essential Duties:
- Makes minor repairs on some equipment
-
Faxing, photocopying and other clerical duties
-
Other miscellaneous duties as required
Knowledge, Skills and Abilities:
Knowledge
-
Knowledge of generally accepted purchasing practices and terminology, generally acquired through one or more years’ experience in Materials Management at AVH or a facility of comparable size and scope of service, or the equivalent of two semesters college level courses in purchasing, Materials Management or related field
-
Working knowledge of Materials Management Inventory Control System(s)
Skills
-
Skill in typing
-
Skills in computer usage
-
Skilled in customer service and satisfaction
Abilities
- Ability to learn and use computer purchasing and inventory related systems
-
Ability to read and write at a level generally achieved by high school graduation or equivalent
-
Ability to learn inventory skills (ordering, restocking shelves, inventory practices. terminology, etc.)
-
Ability to interact with patients, visitors and hospital personnel in a professional manner. Able to relate effectively to people and situations in a stressful and fast pace environment
-
Ability to resolve emergencies related to acquiring and distribution of supplies and equipment as needed
-
Ability to learn, lead, train, educate and direct new policies, procedures and programs
-
Ability to coordinate, organize and evaluate work
-
Ability to work with minimal supervision and act independently
-
Ability and willingness to assume additional departmental responsibilities such as:
- Orientation and on-the-job training of new personnel
-
Monitoring on-going quality control measures within the department
-
Administering and monitoring specific on-going projects within the department regarding supply levels, computer training, equipment maintenance, etc.
AVH Values: All AVH employees will effectively demonstrate these values:
-
Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
-
Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
-
Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
-
Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
-
Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
-
Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
-
Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
Education and Experience:
Education
- High School Graduate or General Educational Development (GED®) Test Equivalency Certificate required
-
College level courses in purchasing and/or negotiating desired
Experience
- Computer experience required
-
Minimum of five (5) years of materials management, inventory control and distribution experience required
-
Healthcare purchasing and distribution experience desired
Required Licensure and/or Certifications:
AVH Conduct/Compliance Expectations:
-
Ability to adhere with AVH Absenteeism and Tardiness Policy
-
Ability to adhere with AVH Leaves of Absence Policy
-
Ability to adhere with AVH Paid Time Off (PTO) Policy
-
Ability to adhere with AVH Recording of Hours Worked Policy
-
Ability to adhere to the department dress code
-
Ability to organize work and establish priorities
-
Ability to expand on own initiative in performance of duties
-
Skill and ability to follow the telephone etiquette/standards
-
Conforms to AVH Standards of Excellence
-
Ability to function effectively under pressure and meet time parameters
-
Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
-
Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
-
Ability to maintain the confidentiality of patient, hospital and department information
-
Ability to adhere to safety rules and regulations
-
Safely and effectively uses all equipment necessary to carry out duties
-
Ability to interpret and function under hospital and department policies and procedures
-
Conforms with required and appropriate Joint Commission requirements
-
Conforms with and supports hospital quality assurance and improvement guidelines
-
Ability to participate effectively in department and hospital staff education
-
Display a willingness to work as a team player
-
Ability to give and support the highest level of patient/customer satisfaction at all times
-
Supports and adheres to the values and mission statement established by the AVH Board of Directors
-
Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
- Ability to follow the Code of Conduct
Physical Requirements and Working Conditions:
- Work is usually performed in an office I warehouse / hospital environment and dock area.
-
Work may be noisy and subject to many interruptions, distractions and temperature variations due to the close proximity of dock and open doors.
-
Par leveling and deliveries are performed throughout the facility; job requires extensive walking or standing, bending, twisting and reaching.
Must be able to frequently lift, carry, push and pull up to 25 lbs., occasionally up to 50 lbs.
A detailed description of the physical requirements of this job is maintained in the Employee Health Department.
NOTE:THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.
Education and Experience:
Education
- High School Graduate or General Educational Development (GED®) Test Equivalency Certificate required
- College level courses in purchasing and/or negotiating desired
Experience
- Computer experience required
- Minimum of five (5) years of materials management, inventory control and distribution experience required
- Healthcare purchasing and distribution experience desired
Required Licensure and/or Certifications:
