OVERVIEW:

The Materials Manager determines and maintains appropriate inventory levels to meet the requirements of scheduled procedures, ensures high-quality supplies are obtained, at best available pricing whenever practical, and assists with negotiation of vendor pricing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Supports the philosophy, goals, and objectives of the Organization, and adheres to all established policies and procedures.

· Maintains proper levels and timely distribution of inventory.

o Establishes & maintains par levels.

o Places orders through Envi in accordance with Facility policies.

o Ensures that items are marked as received in the inventory system appropriately immediately upon receipt and stored appropriately.

o Ensures supplies are kept in correct places for operational needs.

o Manages back-orders status, sources appropriate replacements when available.

o Maintains security of the receiving area.

o Maintains, adds new, archives, and completes annual review for updates of MSDS documents.

· Manages relationships with all key suppliers.

o Negotiates best pricing wherever possible.

o Utilizes vendors who are GPO members.

o Performs periodic vendor background screening including OIG with submission of documents to the Administrator.

o Ensuring sales reps provide receipts for implants and other materials provided on day of surgery and enters PO in inventory system same day.

o Research specialized supplies and equipment requested by the Medical Staff and approved by the governing body to ensure high quality supplies and best available pricing.

o Meets with vendor representatives to review new items available and pricing changes.

· Ensures quality, completeness, and accuracy of inventory record systems.

o Ensures preference cards are up-to-date and accurate.

o Ensure cases are depleted accurately and in a timely manner.

o Assists billing team with submitting implant invoices to payors (IPG, Workers Comp, etc.) when appropriate.

o Maintains all relevant materials logs including equipment logs, linen logs, implant logs, etc.

o Maintains records of current warranties and preventive maintenance requirements and contracts.

o Maintains supplies and records for bio-hazardous waste management.

· Reviews surgery schedule to ensure inventory and equipment required are in place.

o Reviews surgery schedules to anticipate unusually high or low demand for supplies.

o Communicates early with Administrator, Scheduler, and Physicians when cases will need to be delayed due to back-ordered supplies.

o Reports inventory or document discrepancies to Administrator and Business Office Manager for Compliance investigation.

· Manages the Accounts Payable process.

o Reviews all invoices for accuracy by completing three-way match of purchase order, packing slip, and invoices electronically in the inventory management system, and resolves any discrepancies before invoices are sent for payment.

o Ensures all invoices (supply and non-supply) are posted into the Accounts Payable system in a timely manner.

o Ensures all invoices are posted to the correct General Ledger expense codes.

o Reconciles vendor statements to ensure all invoices and credits have been received and posted into the Accounts Payable system.

· Manages and leads bi-annual inventory counts.

o Ensuring all items are counted and recorded in the electronic inventory management system by staff.

o Ensuring system pricing is accurate and inventory is valued according to first-in-first-out (FIFO) method.

o Ensuring inventory held on consignment at the Facility is appropriately marked and excluded from the final inventory value.

o Reviewing final inventory report and value for accuracy, completeness, and reasonableness.

· Maintains and promotes professional competence through continuing education and other learning experiences.

· Contributes to the progress and development of the approved Quality Management Program.

· Performs other duties as assigned.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

EDUCATION, EXPERIENCE, and TRAINING:

· 1 to 3 years general work experience required.

· Four-year college degree (preferred), or high school diploma or GED with equivalent years of materials-management experience, required.

· Computer experience required.

· Working knowledge of medical terminology, preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

· BLS

COMPUTER SKILLS:

· Excellent computer skills in Microsoft Office suite, particularly with Excel/spreadsheets required.

· Experience with HST, or similar Practice Management software, preferred.

· Experience with Envi, or similar Inventory Management software, preferred.

· Experience with Bill.com, or similar Accounts Payable software, preferred.

PHYSICAL DEMANDS - The physical 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.

· The employee must frequently lift and /or move up to 50 pounds.

· While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell.

Must be able to hear, see, and communicate in English.

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

· This position works in an environment with moderate noise level. (Examples: business office with computers and printers, light traffic.)

Job Types: Full-time, Part-time

Pay: $11.00 - $36.00 per hour

Benefits:

• Employee assistance program

Work Location: In person

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