Materials Management Specialist

Brief Description

Job Objective:

Under the supervision of the Central Supply/Supervisor Materials, performs all duties and functions relating to the maintenance of inventory levels within areas of responsibility.

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 manager of changes
• Prepares documents to process stock adjustments due to incorrect shipment; shortages, damages, etc. Keeps manager informed of problems
• Assists Central Supply Supervisor with cycle counts, fiscal inventory and distribution operations
• Assists the manager 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 Materials Management Coordinator of changes for computer
• Receives requests for supplies, selects stock from inventory and loads distribution cart. Distributes supplies to designated areas
• Forward packing lists, bills of lading and related materials to the Materials Specialist II (Receiver)
• 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• Checks for obsolete and outdated supplies in inventory areas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 managers and/or directors on controlling overall supply expenses (via par levels and expenses)
• Assists Materials Distribution Techs with equipment and distribution.
• Identifies patient chargeable supplies with labels
• Works closely with manager 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.
  
  

Non-Essential Duties:

• Makes minor repairs on some equipment
• 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
  
  

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
  
  

Experience

• Computer experience required
• One (1) to two (2) years materials management, inventory control and distribution experience required
• Healthcare purchasing and distribution experience desired
  
  

Required Licensure and/or Certifications:

• None
  
  

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 / 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, lifting and bending.
  
  

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

Requirements

Education and Experience:

Education

• High School Graduate or General Educational Development (GED) Test Equivalency Certificate required
  
  

Experience

• Computer experience required
• One (1) to two (2) years materials management, inventory control and distribution experience required
• Healthcare purchasing and distribution experience desired
  
  

Required Licensure and/or Certifications:

• None