Supply Specialist

Job Summary

With the assistance and guidance of the Material Management Supervisor, responsible for the procurement function of the department. Responsible for the receipt, storage and distribution of all materials delivered to the Material Management Department by various vendors. Special emphasis placed on managing and processing implant orders and specialty supplies in OR and Endo Units. Provides consistent support to our internal customers.

Essential Functions

• Provides support to our internal customers including service recovery.
• Filing, answering phones, creating purchase orders/receiving reports, and timely responding to designated email, forwarding emails to appropriate individuals.
• Provides effective infection control practices.
• Maintains all areas of materials storage in a neat and organized manner.
• Provides full-service coverage in the central supply room.
• Provides coverage for Supply Specialist I when on vacation.
• Assist with the continued transition of supply items over to current distributor.
• Manage and process implant orders and specialty supplies in OR and ENDO in conjunction with the materials manager.
• Manage Key Performance Indicators (KPI) in conjunction with the materials manager to improve patient safety and accreditation compliance.
• Establish new items into central supply and update Medhost with conversion factor.
• Manages 3rd World supplies to include updating spreadsheet.
• Manages WB Mason favorites list.
• Manages cost savings report (office supply and central supply)
• Provides strict patient confidentiality.
• Responsible for central supply charge slips for processing.
• Verify information on patient charge slips then input and release inventory daily.
• Receives all materials delivered to the facility and properly disburses all materials to various locations in the warehouse and facility.
• Responsible for tracking and storage of rental items that are done through central supply.
• Fills all department requisition orders in a timely manner and places all orders with vendors.
• Handles incoming and outgoing packages through FedEx and UPS.
• Responsible for ordering, receiving, distributing, and storing medical supplies as well as rotating supplies with expiration dates ongoing utilizing the FIFO system.
• Performs routine purchasing functions such as placing credit card and specialty item orders, verifying stock levels, orders and printing, and signing purchase orders.
• Recording accurately and assuming all paperwork is correctly completed for proper invoicing and charging.
• Verifies all packaging slips against purchase orders and forwards to Accounts Payable.
• Reorder supplies for implant sheets and call company to verify prices.
• Perform monthly par level count in departments and complete month end reports.
• Responsible for physical inventory count and key-entry at the end of each fiscal year.
• Forward charge reports to the departments effected.
• Assists Material Management Supervisor with cost analysis, solicitation of bids, review of pertinent data.
• Performs such related duties not listed herein but deemed in the best interest of the hospital.
• Reviews backorders and expedites these orders.
• Assists with discontinuing and replacing recalled items.
• Interfaces directly with Department Managers in relation to procurement to establish specification and need.
• Assists Material Management Supervisor with implementation of par level/ KANBAN systems throughout the hospital.
• Maintains an accurate filing system for purchase orders.
• Updates catalogs, price lists, and product vendor files as needed.
• Interfaces directly with sales representatives to ensure price competition and accuracy are achieved.
• Combines all orders by vendor to ensure that orders are placed in the most efficient manner.
• Adheres to all policies and procedures to include Code of Conduct.
  
  

Education, Training And Experience

• Solid Customer Service Skills.
• Computer keyboarding.
• Associates degree. Clinical background preferred but not required.
• Good clerical, numerical, and communications required.
  
  

WORKER TRAITS

• Frequently lifting up to 25 pounds and occasional lifting up to 40 pounds.
• Must be physically fit and able to stand for long periods of time and be able to walk for a distance in order to complete duties.
• Ability to communicate to a wide range of staff, co-workers, customers, and vendors.
• Must be able to multitask and be extremely detail oriented and accurate with orders, paperwork, and replenishing stock.
• Must be a team player yet able to function independently.
• Work independently but also have the ability to follow instructions when needed.
• Mathematical proficiency.
• Must possess strong data and analytics skills.
• Independent thinker.