Materials Clerk

Description

POSITION SUMMARY

The Materials Clerk supports the daily operations of the Materials Management Department by receiving, storing, distributing, and maintaining medical, clinical, and general supplies throughout Cibola General Hospital and affiliated locations. The position is responsible for maintaining accurate inventory, replenishing established par levels, processing departmental supply requests, verifying incoming shipments, and ensuring supplies and equipment are delivered to the appropriate departments in a timely manner.

The Materials Clerk maintains Materials Management storage and receiving areas in a clean, organized, safe, and survey-ready condition and provides responsive customer service to clinical and non-clinical departments.

CGH's existing Materials Management Clerk description similarly assigns responsibility for receiving and accounting for supplies shipped to the hospital/clinic and distributing both patient-chargeable and non-chargeable supplies.

ESSENTIAL FUNCTIONS

Receiving and Distribution

Receives, unloads, inspects, and processes incoming supplies, equipment, and other materials.

Verifies quantities and items received against packing slips, purchase orders, and other receiving documentation.

Identifies shortages, damaged shipments, incorrect items, and other discrepancies and promptly reports them to the Materials Manager or designee.

Dates and processes receiving documentation according to department procedures.

Determines the appropriate destination for received supplies and equipment and delivers them promptly to the requesting department.

Maintains appropriate documentation and tracking information for equipment received by the hospital.

Assists with packaging, documentation, and shipment of materials or equipment being returned, repaired, or otherwise sent from the facility.

These responsibilities preserve the receiving and equipment-control requirements in CGH's existing description, including PO verification, serial-number tracking, discrepancy reporting, and routing new equipment through Maintenance before departmental issuance.

Inventory and Supply Management

Stocks and replenishes assigned hospital and clinical supply areas according to established par levels.

Fills departmental supply requisitions accurately and timely.

Performs routine and cycle inventory counts as assigned.

Monitors inventory levels and communicates potential shortages, stock-outs, overstock conditions, and other inventory concerns.

Rotates supplies appropriately and identifies expired, damaged, obsolete, or recalled products for appropriate disposition.

Maintains accurate inventory transactions and documentation within the hospital's materials management processes or systems.

Organizes supplies so that items are readily accessible, properly identified, and maintained in designated storage locations.

Assists with adjustments to par levels as directed by Materials Management leadership based on utilization and department needs.

O*NET's current occupational framework similarly identifies receiving/counting stock, inventory replenishment, orderly storage, invoice/receipt comparison, and distribution of materials as core stockroom functions.

Department Support

Responds professionally and promptly to supply requests from hospital and clinic departments.

Retrieves and delivers supplies required for routine departmental operations.

Assists with maintaining exchange carts, supply carts, and other designated inventory areas.

Works collaboratively with clinical departments when replenishing patient-care supply areas.

Communicates backorders, unavailable supplies, substitutions, and other supply concerns to Materials Management leadership.

Assists with physical inventories and inventory reconciliation as assigned.

Storeroom and Safety

Maintains the storeroom, receiving area, supply rooms, carts, shelving, and work areas in a clean and orderly condition.

Follows applicable hospital safety, infection-prevention, storage, and materials-handling requirements.

Maintains clear aisles and safe access to supplies and equipment.

Uses carts, pallet jacks, hand trucks, and other authorized materials-handling equipment safely when trained and assigned.

Reports safety hazards, damaged equipment, spills, or unsafe storage conditions immediately.

Administrative Responsibilities

Maintains accurate receiving, inventory, shipment, and distribution records.

Assists with purchase-order documentation and procurement activities as directed.

Uses Microsoft Outlook, Word, Excel, email, and applicable hospital information systems as required.

Protects confidential or sensitive hospital, employee, patient, purchasing, and vendor information.

Provides documentation and information requested by Materials Management leadership.

Performs other duties reasonably related to the position as assigned.

Requirements

MINIMUM QUALIFICATIONS

Education

High school diploma or equivalent required.

Experience

Previous experience in materials management, inventory control, supply chain, warehouse operations, shipping/receiving, or healthcare supply distribution preferred.

Previous clerical or computer experience preferred.

Healthcare or hospital materials management experience preferred.

CGH's existing description likewise requires a high school diploma or equivalent and prefers prior materials management, logistics, supply-chain distribution, and healthcare experience.

Knowledge, Skills, and Abilities

Strong attention to detail and accuracy.

Ability to accurately count, receive, stock, and distribute supplies.

Ability to organize and maintain inventory and storage areas.

Basic computer skills, including Microsoft Office and email.

Ability to read and interpret purchase orders, packing slips, labels, requisitions, and inventory documentation.

Ability to communicate professionally with employees, vendors, leadership, and other departments.

Ability to prioritize duties and respond appropriately to urgent supply needs.

Ability to work independently while functioning effectively as part of the Materials Management team.

Ability to maintain confidentiality.

Dependable attendance and ability to work assigned schedules, including coverage requirements established by the department.

PHYSICAL REQUIREMENTS

The employee must be able to perform the physical duties necessary for receiving, stocking, transporting, and distributing supplies throughout the hospital, including:

Frequent walking and standing.

Reaching, bending, stooping, kneeling, crouching, and twisting.

Pushing and pulling supply carts and materials.

Frequent use of hands and fingers for handling supplies, inventory, and equipment.

Ability to safely lift and carry supplies and equipment consistent with departmental requirements.

Ability to visually identify labels, product information, quantities, expiration dates, and inventory locations.

Ability to safely navigate hospital, clinic, receiving, and storage areas.

The existing CGH description identifies physical activities including walking, standing, bending, reaching, pushing/pulling, dexterity, and material handling, with listed lifting requirements extending through 100 pounds depending on frequency.

WORK ENVIRONMENT

Work is primarily performed in hospital, clinic, receiving, stockroom, and supply-storage environments. The employee may encounter dust, noise, fumes, temperature variations, and limited potential exposure to bloodborne pathogens or hazardous materials associated with working within a healthcare facility.