Description

JOB SUMMARY: Plan, organizes, and directs the activities of personnel engaged in purchasing and distributing materials, equipment, and supplies by performing duties personally or through subordinate employees. Establishes policies, procedures and department objectives for the Materials Management department. Directly or indirectly supervises Central Supply department personnel and the functions of the department, including establishing stock levels, purchasing, storing, issuing, inventorying and maintaining hospital equipment and supplies.

JOB QUALIFICATIONS:

A. Education: High school graduate or equivalent. Associate’s degree or equivalent from a two-year or technical school, or six months to one year related experience and / or training; or equivalent combination of education and experience to meet the requirements of the positions. 

B. Personal Job-Related Skills: Demonstrated leadership and management abilities and effective oral and written communication skills.

C. Licensure, Registry or Certification: May be bonded. 

D. Experience:

a. Prior Work Experience: Two years’ experience in materials management or a related area; previous supervisory experience preferred. 

b. Technical Training: Basic computer skills required.

E. Physical and Mental Requirements: The employee is regularly required to communicate orally and in writing. The employee is frequently required to walk, sit and stand, use hands and fingers to handle and feel, and reach with arms. Some bending, stooping and pulling to store items or remove them from shelves or carts is required. The employee must lift up to 10 pounds and occasionally life and / or move up to 35 pounds using carts or dollies for assistance. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Normal range hearing (with or without correction) and speaking is required to communicate with employees, vendors, staff, patients and visitors. The work environment is general indoor office conditions, and the noise level is usually moderate. 

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position without compromising patient care or standards of the areas supervised. 

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This is not intended to be an exhaustive list of all duties and responsibilities assigned to this job classification. Changes and/or additions may be made as needed. 

A. Establishes and assures the maintenance of required stock levels of supplies. 

a. Monitors system to review stock levels on a continuous basis. 

b. Orders some medical and surgical supplies and some special supplies for each department as needed.

c. Manages the receipt of all supplies and reconciles items received with purchase order and invoice before giving them to accounts payable. 

d. Supervises and assists staff when needed on purchasing supplies.

e. Supervises Stock Clerk on receiving and delivering inventory items.

B. Manages the system for maintaining inventory levels and issuing supplies. 

a. Maintains the system for recording charges and inventory reductions for patient charges. 

b. Conducts periodic inventories of supplies for accountability purposes. 

C. Maintains listing of vendors and supplies of supplies and a record of cost. 

a. Monitors the cost of supplies purchased. 

b. Continually check on prices and price changes and investigates use of substitute items.

c. Works continuously with purchasing groups on all contracts. 

D. Manages the identification of equipment and directs acquisition of approved equipment. 

a. Coordinate with departments and Administration to identify and gain approval for equipment acquisitions. 

b. Identifies sources for equipment acquisition. 

E. Manages department functions and supervises department personnel. 

a. Initiates department policies, procedures, and practices consistent with hospital policies. 

b. Establishes management control procedures to create efficient and effective handling of supplies and equipment.

c. Supervises and coordinates activities including work routine and schedules, and selects, hires, develops, evaluates, disciplines, and terminates department employees in compliance with hospital policy. 

d. Directs and coordinates department budget preparation and monitors the use of approved budgeted resources. 

F. Performs other activities as assigned.

a. Prepares designate miscellaneous journal entries for the general ledger. 

b. Assists the Chief Executive Officer and Chief Financial Officer as needed. 

c. Assists the Administrative Assistant as needed; i.e. answers telephone, assists clients, prepare for meetings. 

d. Gives copies of invoices to CFO for minor/major equipment and Maintenance contracts with item, cost, department and date.

e. Supervises and coordinates the activities of Central Supply personnel and maintains the CS charge master for patient charges

f. Assists with coordinating the activities of the Materials Management staff when needed on posting patient charges and other daily postings. 

g. Prepares designated invoices with general ledger accounting numbers and routes to Accounts Payable for payment. 

h. Assists with making arrangements and preparing for employee luncheons and other special occasions.

G. Follows safety policies and procedures and Quality Improvement Guidelines and participates in these activities as directed.

a. Observes safety regulations and procedures covering safety related issues.

b. Assists with and participates in Quality Improvement activities as required. 

c. Attends annual health and safety education as scheduled. 

d. Observes infection controls practices at all times.

OTHER SIGNIFICANT REQUIREMENTS:

A. Maintains confidentiality and safeguards patient/hospital related information using HIPAA guidelines at all times. 

B. Demonstrates behaviors that promote positive customer relations with staff, patients, and visitors. 

C. Reports to work as scheduled and consistently demonstrates dependability and punctuality.

D. Completes work within designated time. 

E. Follows Patient’s Rights policies at all times. 

F. Observes facility policy and procedures for infection control and safety according to regulatory guidelines. 

G. Meets dress code standards and wears identification when on duty. 

H. Completes annual education/OSHA requirements. 

I. Manages and operates equipment safely and correctly. 

J. Demonstrates knowledge of locations and correct use of the fire extinguishers. 

K. Demonstrates behaviors consistent with organizational mission and goals. 

L. Accepts assigned duties in a cooperative manner exhibiting acceptable work behavior and conduct. 

M. Interacts positively with customers, taking into consideration any special needs related to age, emotional condition or ability. 

WORK SCHEDULE: 

8:00 am to 4:30 pm; as needed when called.