Materials Management Specialist II - Central Distribution - Full Time/Days - REQ# 2117983318

About the Role

Under the supervision of the Supervisor Materials Management, this position performs all duties and functions relating to the maintenance of inventory levels within assigned areas. In addition to Materials Specialist I duties, the role has primary responsibility for all receiving duties.

Responsibilities

• Inventories and distributes medical/surgical supplies to all nursing units according to par levels on a selected schedule.
• Prepares stock purchase orders on the electronic data information system; transmits to vendors, monitors pricing, and follows up as required. Informs Supervisor of changes.
• Prepares documents to process stock adjustments due to incorrect shipments, shortages, damages, etc. Keeps Supervisor informed of problems.
• Assists Supervisor Materials Management with cycle counts, fiscal inventory, and distribution operations.
• Assists the Supervisor with establishing priorities and delivery schedules of incoming materials or supplies to 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 of changes for computer updates.
• 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 customers.
• Maintains clean working conditions within the department daily.
• Organizes workload, sets priorities, completes assignments in a timely manner, and utilizes resources appropriately.
• Interacts with patients, visitors, and hospital personnel in a professional manner, even in stressful and fast-paced environments.
• Maintains up-to-date knowledge in Materials Management through continuing education.
• 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• Checks for obsolete and outdated supplies in inventory areas.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 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 for distribution.
• Assists 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 in coordinating distribution and introduction of new products.
• Analyzes inventory reports and surplus stock lists to determine need for improvement in control methods; assists with corrective measures.
• Trains and directs staff in inventory control and distribution of medical/surgical supplies and equipment.
• Reviews end-of-month and annual reports in specialized areas for accuracy and discrepancies; reports findings to the Director.
• Processes invoice discrepancies for resolution for accounts payable.
• Manages inventory and par levels in specialized areas (e.g., Surgery, L&D, OB, and NICU).
• Receives and scans incoming freight (e.g., FedEx, UPS, OfficeMax).
• Conducts annual inventory in specialized areas of responsibility.
• Processes products requiring special handling (e.g., refrigerated, frozen, hazardous).
• Reports damages or discrepancies from incoming freight orders to buyers immediately for resolution.

Non-Essential Duties

• Makes minor repairs on some equipment.
• Performs faxing, photocopying, and other clerical duties.
• Other miscellaneous duties as required.

Skills

• Knowledge:
  • Knowledge of generally accepted purchasing practices and terminology, gained through one or more years’ experience in Materials Management or equivalent education.
  • Working knowledge of Materials Management Inventory Control System(s).
• Skills:
  • Typing and computer usage.
  • Customer service and satisfaction.
• Abilities:
  • Ability to learn and use computer purchasing and inventory-related systems.
  • Ability to read and write at a high school graduate level or equivalent.
  • Ability to learn inventory skills (ordering, restocking shelves, inventory practices, terminology).
  • Ability to interact professionally with patients, visitors, and hospital personnel, even in stressful and fast-paced environments.
  • Ability to resolve emergencies related to acquiring and distributing supplies and equipment.
  • Ability to learn, lead, train, educate, and direct new policies, procedures, and programs.
  • Ability to coordinate, organize, and evaluate work with minimal supervision.
  • Willingness to assume additional departmental responsibilities (e.g., orientation and training of new personnel, monitoring quality control, administering projects).

AVH 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 strive for top-tier quality.
• Initiative & Innovation: Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience and solve problems.
• Tenderness & Compassion: We have genuine empathy, show kindness, and encourage and advocate for each other.

Qualifications

• 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.
• Licensure and/or Certifications: None.

Conduct and Compliance Expectations

• Adhere to AVH Absenteeism, Tardiness, Leaves of Absence, and Paid Time Off (PTO) policies.
• Adhere to AVH Recording of Hours Worked Policy and department dress code.
• Organize work and establish priorities; expand on own initiative in performance of duties.
• Follow telephone etiquette/standards and conform to AVH Standards of Excellence.
• Function effectively under pressure and meet time parameters.
• Communicate effectively while maintaining good working relationships with co-workers, managers, and other hospital staff.
• Adhere to normal standards of courtesy and conduct as defined under AVH rules of hospitality.
• Maintain confidentiality of patient, hospital, and department information.
• Adhere to safety rules and regulations; safely and effectively use all necessary equipment.
• Interpret and function under hospital and department policies and procedures.
• Conform to required Joint Commission requirements and support hospital quality assurance and improvement guidelines.
• Participate effectively in department and hospital staff education.
• Demonstrate willingness to work as a team player and provide the highest level of patient/customer satisfaction.
• Support and adhere to the values and mission statement established by the AVH Board of Directors.
• Demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies; 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, subject to interruptions, distractions, and temperature variations due to proximity to dock and open doors.
• Par leveling and deliveries require 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.