Materials Management Representative

FTE/Scheduled Weekly Hours:

1.00 / 40 / 1st Shift (United States of America)

PRIMARY FUNCTIONS
Responsible for supply management throughout the organization, including all associated clinics and departments. Including order processing, supply management, receipt, storage and distribution of all materials delivered by multiple freight carriers.  

ESSENTIAL DUTIES AND RESPONSIBILITIES
1.    Uses Available Technology

• Performs data entry functions for department.
• Manages requisitions and order requests within the facility.
• Makes appropriate changes, additions and updates to item master in materials management software as needed.

2.    Inventory Levels

• Secures products and services for all assigned user departments in a timely and professional manner.
• Manages inventory turns and proper rotation of supplies.
• Consults with manager to always ensure safe levels of inventory.
• Acts as a liaison between purchasing, receiving, and stores for purposes of inventory management.
• Inventory adjustments and cycle counts for both the main storeroom and surgery.

3.    Purchasing Procedures

• Ensures requisition and fulfillment of orders timely.
• Tracks all orders that go beyond the standard 5-day delivery, communicating that information to the originator and works on alternatives and substitutions for respective products.
• Manages all returns and exchanges timely with ensuring follow up documents and credits are received.
• Maintains consignment, standing and service po’s.
• Ensures all supplier invoices are ready for payment and research discrepancies.

4.    Supplier Account Management and Vendor Interaction

• Acquires vendor documentation for new suppliers and maintains active suppliers.
• Works with vendors and GPO on cost efforts and contract compliance.
• Meets with vendors as needed, to obtain literature on existing and new products, or to ensure negotiations on all aspects of ordering, receipt, and delivery

5.    Customer Service

• Provides end users with current product information and pricing upon request, in conjunction with contract activation and compliance.
• Investigates alternate suppliers/products if original products are not available and communicates them appropriately.
• Responds to all inquiries from organization personnel in a timely and professional manner.

6.    Receiving

• Signs for freight deliveries per hospital policy.  
• Opens packages received and inspects merchandise.
• Electronically records receipt within materials management software.

7.    Inventory

• Inventories and routes materials and equipment received to applicable locations in the most efficient manner.
• Maintains all areas of materials storage in a neat and organized manner.
• Secures products for all assigned user departments in a timely and professional manner.

8.    Reviews, Processes and completes Requisitions

• Processes orders for hospital areas according to established department procedures in a professional and timely manner.

9.     Record and dispose of all outdates acquired by the organization, along with maintaining outdates within the storeroom. 
10.    Manages recalls and corrective actions on all supplies in a timely manner and records results.
11.    Schedules pickups for outgoing freight to UPS, FedEx, or Common Carrier on request.  Identifies and sends by most economical carrier.  Completes required paperwork to ship items.  Opens or re-packages merchandise as needed.
12.    Maintains all equipment utilized in transporting materials in a manner that ensures safe and reliable operation.
13.    Complete annual fiscal year-end inventory as scheduled.
14.    Cross trained in all aspects of the department.

MINIMUM QUALIFICATIONS
Education, Experience, and Training

• Associates degree or previous experience in supply chain and/or healthcare required. Combination of two years required.  
• Ability to learn and navigate computer systems including the online training modules, the employee timesheet and the performance appraisal system. Job specific systems are also required.
• Must be able to read, speak, and write fluent English.

Physical Requirements

• Sitting – Approximately 30% of shift
• Standing – Approximately 50% of shift.
• Walking – Approximately 50% of shift.
• Squat/Kneel – Approximately 10% of shift.
• Lifting – Approximately 50 pounds.
• Twisting – Infrequent.
• Bending – Moderate.

WORK ENVIRONMENT

1. May encounter hazardous chemicals or treatment modalities.

2. The possibility exists of exposure to communicable disease due to working in a healthcare environment.

3. Involvement in patient care may result in unavoidable work-related illnesses.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her manager.

Requirements are representative of the minimum levels of knowledge, skills, and/or abilities.  To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship with the Waverly Health Center.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her manager.

Requirements are representative of the minimum levels of knowledge, skills, and/or abilities.  To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship with the Waverly Health Center.