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Material Services Specialist

Washington, DC
BASIC FUNCTION:
Responsible for the proper movement of all supplies, linens, mail, and equipment (“Materials”) into inventory (perpetual and periodic) or end user and ensuring proper issuance, expensing, and delivery of all inventory (perpetual and periodic) supplies, equipment, clean and soiled linen, clinical staff uniforms (scrubs, lab-coats, etc.) and mail to and from all departments.  Assists the Materials Manager or Supervisor with inventory control and maintains an organized, clean and safe working environment.
 
The purpose of this position is to receive items accurately, charge (expense) appropriately and timely, conduct inventories, prepare, deliver and store as needed, deliver and replenish consumable Materials retrieve soiled and to be recycled Material from/for all locations during all hours of operations.


PRINCIPLE ACCOUNTABILITIES:
Receive Material, conduct complete daily inventory counts (cycle counts) and then pull replenishment Material from main inventories and deliver to designated location(s) and store and re-stock to established maximum par levels through the automated Supply Distribution System or non-automated stock locations as required.

Deliver all received material to end users.

Utilize technology to order, receive and process Material as needed.  Achieve appropriate Hospital performance, quality and productivity standards as established.
 
Professionally and courteously communicates with patient/family, physicians and staff and vendors.
 
  Specific tasks include but are not limited to:
  • Immediately receive, store and label all supplies as specified and prepare for distribution
  • Prepare accurate computerized receiving reports ensuring accurate data entry as to purchase order number, quantities, and shipping document numbers.
  • Separates copies of receiving reports retaining one for department files and one to be delivered with products to the appropriate department.
  • Tag all new equipment received with an attachable hospital asset tag number.
  • Coordinate with Biomedical Engineering to ensure inspection prior to use as hospital policy dictates.
  • Verify the accuracy of supplies received in the Inventory Management System (IMS) before filling any requisitions or floor stock.
  • Electronically requisition daily or as assigned, replenishment quantities to purchasing for timely and accurate purchase order generation and processing of required item for receipt and delivery to meet customers needs.
  • Rotate and arrange stock as new stock is received with special attention paid to expiration dates
  • Deliver and Store items on shelves, pallets, carts according to procedures as needed and assigned
  • Count and replenish floor stock and completes inventory of all issued supplies to the cart on the computer system
  • Reconciles charges received to supplies consumed and notifies Materiel Manager of lost charges
  • Complete proper breakdown of supplies into proper package, roll, box, etc
  • Check and restock special procedure and dan carts
  • Prepare outgoing supplies/equipment and maintain proper receipt paperwork
  • Conduct weekly spot checks of supply inventory to coordinate IMS accuracy
  • Check patient/resident areas daily for biomedical equipment being used.  Ensure that asset stickers are assigned. Transport all faulty Biomedical Equipment to supply room to be entered into the Biomedical Logbook and report all faulty equipment to the Engineering department. 
  • Distribute linen to various departments and ensure the linen levels are appropriate based on usage
  • Distribute mail to various departments
  • Package identification and ensuring appropriate actions are taken regarding special handling items i.e. Radioactive packages
  • Initiate postage purchase requirements by updating management to remaining account balances.
  • Utilize electronic system for parcel and mail receipt and distribution for tracking purposes
  • Dispatches and post outgoing mail, parcel posts, registered, certified and other special mail items.
  •  Maintains controls and accountability of all aspects of the distribution and storeroom function
  • Treat each patient/resident, visitor, employee with the proper demeanor as outlined in the Hospital/Nursing Home Code of Conduct
  • Attend computer training classes and become proficient in data entry
  • Perform accurate daily charging (expensing) and patient charging of supplies via Lawson, Soarian, or then current electronic systems.
  • Replenish Dan Carts and Intubation boxes immediately upon receipt coordinating retrieval with end users promptly
  • Retrieve equipment from units, decontaminate, and stage in appropriate area for re-distribution as assigned and required.
  • Maintains the safety, security and cleanliness of the Materials Managements areas and loading dock by clearing Material containers, trash and other debris. 
  • Complete and turn in daily all paperwork related to replenishments or issues of items paying particular attention to accuracy. All documentation must include employee’s name.
  • Inspect all consumable supplies for proper labeling, expiration, and proper condition (packaging undamaged).
  • Complete daily clean linen replenishment to established and new locations as assigned and scheduled or on an as needed basis, documenting the number of pieces issued and the paperwork being turned in daily with employee’s name.
  • Pull soiled linens as assigned and scheduled, wearing appropriate Personal Protective Equipment as required.
  • Weight soiled linens and chart as carts (trucks) are put in established soiled linen area.
  • Put away all inventory shipments to appropriate or designated locations for issue, breaking down boxes and removing them and other packaging debris to designated disposal location. Inspect clean linen (processed work) for damage or staining and sequestering in appropriate location.
  • Store processed and new linen in designated storage areas.
  • Sort linens and prepare carts for delivery to designated locations.
  • Answer telephone and respond to customers concerning item(s) or linen requirements and deliver to the end user as necessary or when scheduled to ensure customer satisfaction.
  • Maintain a clean, safe work environment, including removal of any excess debris/materials to prevent unsafe conditions.
  • Promote adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
  • Attend annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
  • Participate in activities that promote adherence to federal healthcare program requirements.
  • Actively participate in Health Sciences Compliance program activities.
  • Adhere to the requirements of the HIPAA Privacy Policies and Procedures.
  • Maintain confidentiality of patients, families, and staff.
  • Attend training as necessary for Management Information Systems expansion of efficiencies due to upgrades or new technology as they relate to Materiel Management.
  • Assume other duties and responsibilities that are related and appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not considered to be all-inclusive.
  • Perform other duties that further the customer service needs of the unit, such as answering phones, greeting and escorting patients, and administrative and clerical duties upon demand.
  • Respond to emergent and urgent patient and operational issues.
  • On occasion may be requested to cover part or all of other shifts, and/or be on call.
  • Obtain necessary certifications including but not limited to those required by regulatory agencies.
  • Other tasks related to Material receiving, inventory, and delivery.
 
C.A.R.E.S.
Must demonstrate collaboration; accountability; respect; excellence; and service.
Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.

Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner.  The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.

Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient’s right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.

Anticipates the patient’s and student’s needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.

Behaves in a friendly, resourceful and professional manner towards all they encounter
 
CORE COMPETENCIES:
Knowledge of Materials Management and Material handling policies, operations and procedures in order to achieve department requirements.

Competence in both oral and written English.

Ability to establish and maintain effective and harmonious work relationships with patients, visitors, staff, physicians, Hospital and University officials, and the general public.

MINIMUM REQUIREMENTS:
High School Graduate or General Equivalency Diploma (G.E.D.)

One (1) year of responsible distribution work experience in a hospital or medical facility or related experience preferred.

Must be able to work days, evenings, nights, weekends, and holidays with changes to schedule as necessary for Hospital operations.

Must be able to stand, walk, sit, lift (up to 45 pounds), stoop, kneel, crouch, bend, pull, reach, handle, write, speak, hear, see (color vision), calculate, compare, edit and evaluate for extended periods of time. Must be able to tolerate and work in a hot, cold, humid, dusty, and/or noisy environment. May be exposed to pathogens, exhaust fumes (from delivery trucks), and unpleasant odors.
 
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