PURCHASING CLERK

Description

Job Summary:  Responsible for the receipt, storage and distribution of all materials delivered to the 

Materials Management Department by the various vendors. Responsible for the PAR level systems in the warehouse and throughout the facility, including the adjustment of stock levels.

Standards of Behavior

William Newton Hospital’s Standards of Behavior allow a mechanism for holding each employee accountable and encourages us to "raise the bar". All employees are expected to familiarize themselves with the Standards and practice them daily.

i - Integrity

We act with unwavering moral principle,

transparency, and sincerity in every

interaction.

P - Patient-Centered

We meet patients where they are, ensuring

the are active participants in their care

journey. We prioritize the patient's physical

and emotional well-being over all else.

A - Accountability

We own our actions. We set clear

expectations and hold all team members to

the same high standards.

C - Compassion

We treat every patient, family member, and

colleague with kindness, empathy, and

dignity.

E - Excellence

We approach every task, large or small, with

enthusiasm. We continually pursue mastery

and best practices in our field.

Job Duties and Responsibilities:

• Receives all materials delivered to the facility by various vendors. 
• Properly disburses all materials to various locations in the warehouse and facility.  
• Makes corrections, deletions and adjustments to quantities of materials stocked in relation to the PAR level replenishment systems throughout the facility. 
• Fills requisitions from those departments not automatically replenished. 
• Checks all documents for accuracy prior to the processing of packing slips, etc. 
• Interfaces directly with staff members at the user departments to determine need of additions or deletions in relation to the par level systems. 
• Maintains all areas of materials storage in a neat and organized manner. 
• Forwards information pertaining to critical back-order situations to the Director of Materials Management.  
• Sets delivery assignments for various departments to ensure that the proper quantity of materials is delivered at the proper time. 
• Maintains all equipment utilized in transporting materials in a manner that ensures reliable and safe operation. 
• Performs any duties as assigned by the Director of Materials Management. 
• Pre-codes and submits suggested orders for inventory in an expeditious manner.  
• Demonstrates knowledge of the overall function of the Materials Management department.  
• Requires minimal supervision in performance of job duties. 
• Complete duties in a time efficient manner. 
• Understands how to prioritize responsibilities to ensure completion of duties. Receives, reviews and fills all requisitions from those departments not automatically replenished by Materials Management. 
• Helps to complete tasks in the materials function that are not within job description. Renders self available when responsibilities have been met to  assist in areas that may require assistance within the materials function.  
• Wears identification while on duty; uses computerized time system correctly. 
• Completes annual educational requirements. 

Requirements

Professional Requirements:

Adheres to dress code, appearance is neat and clean. 

Completes annual education requirements. 

Maintains regulatory requirements, including all state, federal and CMS regulations.

Reports to work on time and as scheduled; accepts adjustments when Necessary, completes work within designated time.  

Works at maintaining a good rapport and a cooperative working relationship with physicians, departments and staff.

Represents the organization in a positive and professional manner. 

Resolves personnel concerns at the departmental level, utilizing the grievance process as required.

Ensures compliance with policies and procedures regarding department  operations, fire, safety and infection control.

Is a self starter, initiates the meeting of responsibilities without prompting. 

Demonstrates efficiency by setting priorities in relation to product flow. 

Demonstrates the values of team concept on a consistent basis. 

Communicates verbally in a clear and concise manner. 

Communicates the mission, vision, core values, ethics and goals of the hospital, as well as the mission statement of the department. 

Completes departmental in service as scheduled and returns in a timely fashion. 

Attends all staff meeting; reads and returns all monthly staff meeting minutes.

Maintains and ensures patient confidentiality at all times. 

Actively participates in department CQI activities. 

Complies with all organizational policies regarding ethical business practices. 

Regulatory Requirements:

• High School graduate or equivalent.
• A minimum of six months experience in clerical accounting and clerical procedures.
• Knowledge of bookkeeping and accounting procedures.

Language Skills:

• Ability to read and communicate effectively in English.
• Additional languages preferred.

Skills:

• Basic computer knowledge.

Physical Requirements: 

• For physical demands of position, including vision, hearing, repetitive motion and environment, see following description.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising patient care.

Physical Demands:

• Operation of various equipment utilized in transporting materials.
• Position demands lifting and transporting of various materials that could include extremely heavy objects.

Working Conditions:

Works inside. May be exposed to infectious and contagious diseases, exposed to hazardous cleaning agents, body fluids and waste, occasional exposure to an unpleasant patient or unit elements. Exerting 20-50 pounds of force occasionally, and/or up to 10-25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly. These are baseline requirements for adequate performance of this job. Employees may be required to exceed these levels. Job duties are based on an average 8 hour shift.