Materials Management Specialist

POSITION SUMMARY The Materials Management Specialist is responsible for the procurement and distribution of supplies and to provide accurate inventory tracking and control of all items for all assigned health centers throughout PPGNY.  This role will work collaboratively with Clinical Staff ensuring all supplies/equipment/devices required to perform patient care services are available.  Working with vendors on product research and resolving delivery issues will be required.  This is a full-time position that will be required to travel to cover these duties for multiple health centers. DUTIES AND RESPONSIBILITIES Procurement (45%) Prepare Purchase Order Requisitions using PPGNY’s computerized software system for the procurement of supplies, equipment, and devices needed for patient care services. Serve as liaison for the health center(s) with the agency’s purchasing agent to ensure timely processing of orders and delivery of supplies. Review purchase requisition to ensure accuracy and that all required documents and justifications are provided by PPGNY personnel prior to submission to vendors. Ensures receipts are created in our electronic system for all deliveries prior to the end of the month. Assists Accounts Payable with the resolution of health center invoices for their orders.   Inventory (45%) Perform inventory control, inventory rotation in accordance to manufacturer’s and PPGNY guidelines, maintain supply par levels as established for the center(s), and distribute supplies to staff as requested. Assist with the resolution of recall issues on the inventory level. Collaborate with Clinical Services Administration and Quality Management to research and order new medications and supplies as needed. Facilitates the order and repair of medical equipment in conjunction with the Support Services/Facilities Department. Provides necessary training of Inventory personnel related to all job functions. Employee Relations (10%) Performs clerical and administrative duties as assigned by center management ie filing, copying, scanning, data entry, etc. Accepts individual and joint responsibility for and participates in meeting established goals for productivity.    Accepts individual and joint responsibility for and participates in health center efforts to comply with all organizational and quality assurance guidelines, and all applicable government regulations. Accepts individual and joint responsibility for and participates in the overall health center efforts to achieve all goals set to improve customer relations, increase customer satisfaction and promote repeat customer visits. Completes all responsibilities according to established protocols, policies and standard practices in the areas of ADA and regulatory compliance programs such as HIPAA.  Works effectively with volunteers, trainees and temp agency personnel. Performs other duties/tasks as required by Management. CORE COMPETENCIES A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems. Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility REQUIRED SKILLS/ABILITIES: Interpersonal Ability to remain focused and calm in stressful situations Excellent interpersonal and verbal skills Superior oral and written communication skills Ability to develop and maintain effective, professional relationships with internal and external stakeholders Ability to work effectively as part of team Technical Proficient in Microsoft Office Suite or similar software Familiarity with Microsoft Excel Subject Matter Knowledge Inventory Management Control Ordering of supplies Stocking Organization Work Habits/Attributes Excellent organizational skills Outstanding time management skills, including the ability to work under deadline Ability to exercise sound judgment and independent decision-making skills Ability to produce reliable, high quality work with minimal direct supervision Ability to exercise discretion in the handling of confidential information