Job Summary

Responsible for the operation of the procurement function of the department. Maintains the computerized materials management system. Assists Materials Management Manager as necessary. Attends all department meetings. Responsible for maintaining the Inventory Control System for the entire facility. Responsible for verifying all Inventory Reports, correcting errors after researching the source of the error, and auditing inventory transactions in Purchasing, Receiving and the Storeroom.

Demonstrates Competency in the Following Areas

• Reviews and checks for accuracy, specification and need; processes all approved orders and requisitions.
• Verifies all packing slips against purchase orders and forwards to Accounts Payable.
• Interfaces directly with Accounts Payable in instances where price discrepancies exist between the purchase order and invoice.
• Reports all major or consistent price discrepancies to the Materials Management Manager.
• Coordinates all product returns with various vendors.
• Assists the Materials Management Manager with cost analysis.
• Assists Materials Management Manager with solicitation of bids, review of pertinent data and negotiations.
• Assists Materials Management Manager with implementation of PAR level system throughout the hospital.
• Interfaces directly with department managers in relation to procurement to establish specification and need.
• Communicates with all departments in relation to requisitions and orders that are in progress.
• Coordinates with Surgery Department to ensure supplies are ordered.
• Process PO’s for surgery delivery sheets and charge patients accordingly.
• Acts as contact person with computer software support group.
• Reviews backorders and expedites these orders.
• Reviews all month-end data to ensure accuracy and forwards to the Materials Management Manager.
• Performs additional tasks as assigned by the Materials Management Manager.
• Processes paper flow according to proper procedure in the most time efficient manner.
• Requires minimal supervision in performance of job duties; is a self-starter.
• Prioritizes responsibilities to ensure completion of duties.
• Maintains an accurate filing system for purchase orders and requisitions.
• Processes all traveling requisitions according to proper procedures.
• Updates, catalogs, price lists and product vendor files as needed.
• Interfaces directly with sales representatives to ensure price competition and accuracy are achieved.
• Reports all findings to Materials Management Manager.
• Combines all orders by vendor to ensure that orders are placed in the most efficient manner.
• Helps to complete tasks in the Materials Management Department that are not within the job description. Renders self available, when responsibilities have been met, to assist in areas that may require assistance within the materials department.
• Maintains the Computer Inventory Control System in a timely and efficient manner.
• Prepares all inventory transactions for data entry.
• Responsible for load and changes, corrections and adjustments, requests to add, change or delete after review and authorization by the Materials Management Manager.
• Maintains logging, filing and source documents.
• Corrects transaction errors after researching the error to find its source.
• Audits inventory transactions in Purchasing, Receiving and the Storerooms throughout the facility.
• Performs periodic inventories to demonstrate the accuracy of the system in place.
• Submits reports and suggested corrections to the Materials Management Manager.
• Demonstrates knowledge of the overall functions of the Materials Management Department.
• Reports to work on time and as scheduled; accepts adjustments when necessary.
• Demonstrates the values of team concept on a consistent basis.
• Supports and maintains a culture of safety and quality.

Professional Requirements

• Adheres to dress code, appearance is neat and clean.
• Completes annual education requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality at all times.
• Reports to work on time and as scheduled, completes work within designated time.
• Wears identification while on duty, uses computerized punch time system correctly.
• Completes inservices and returns in a timely fashion.
• Attends annual review and department inservices, as scheduled.
• Attends at least 4 staff meetings annually, reads and returns all monthly staff meeting minutes.
• Represents the organization in a positive and professional manner.
• Actively participates in performance improvement and continuous quality improvement (CQI) activities.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission, ethics and goals of the hospital, as well as the focus statement of the department.

Regulatory Requirements

• High school graduate or equivalent or 5 years of experience with inventory control.
• Associate’s or Bachelor’s degree in business administration, economics or a related field is preferred.
• At least one (1) years of experience with the procurement function in the healthcare environment.
• At least one (1) year experience with an inventory control system in the healthcare environment.

Language Skills

• Able to communicate effectively in English, both verbally and in writing.
• Additional languages preferred.

Skills

• Basic computer knowledge.

Physical Demands

• For physical demands of position, including vision, hearing, repetitive motion and environment, see following description.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising patient care.