Employment

Job Title:                    Supply Warehouse Technician

Job Code:                   SUPPTECH

Department:              Supply

Division:                     Finance

Salary Level:             Non-Exempt 6

Reports to:                 Warehouse Supervisor

Last Revised:             October 2021

Primary Function

Incumbent shall be responsible for operation of all warehouse functions at the Cherokee Indian Hospital. Incumbent shall be responsible to implement supply procedures in stock ordering, receiving, and storage, stock level controls and stock issues, assist in physical and perpetual inventory cycles. Maintains computerized inventory system by input of stock data. Interacts with all departments and hospital clients concerning distribution of supplies.

Job Description

• Responsible for stocking departmental supply carts: ensure stocking of departmental supply carts is completed in a timely manner according to established schedules with the quantities required. Restocking will be determined by using the Sage inventory management system. Supply Techs will use a laptop or tablet in each location to monitor stock item quantities for each item on the supply carts, edit any errors or discrepancies that the system reports show, and restock the supply carts to the correct par levels as determined by each departmental manager (or delegate) and the warehouse staff.
• Responsible for distribution of all special supply requests for non-stocked items submitted by CIHA departments.
• Will notify the warehouse supervisor of quantity, deletions, and additions requested by the department managers, and will fulfil these requests upon approval.
• Requisition and order supplies when required by stock level reorder point, make proper substitutions by interpreting, modifying or adopting reference material in accordance with the item specified. Will be responsible for reordering items from assigned vendors on a weekly basis.
• Determines inventory level by performing periodical cycle counts, by distribution of stock, and receipt of stock. Perpetual inventories will be maintained within the Supply Warehouse, and in each of the internal and external departments operated by CIHA on a daily basis. Quarterly inventories will be performed at remote outlying clinic locations, and an extensive full inventory of the main supply warehouse will be completed on a yearly basis near the end of the fiscal year (September 30th).
• Receives intermittent requests for non-stocked supply items from all hospital departments and department-requested patient supply consults. Selects stock items, depletes the items from our inventory using the Sage Inventory Management System, and delivers the requested items to the respective department, patient or individual, and secures proper signature for issuing stock.
• Responsible and accountable for safekeeping of all stock items. Safety precautions and cleanliness standards to CIHA policies and JCAHO standards in the supply warehouse must be adhered to at all times, including disposal of all shipping boxes and pallets.
• Responsible for daily delivery and pickup of mail to and from post office, sorting all incoming CIHA mail, and distributing all incoming CIHA mail to the correct department, outlying clinic, or Tribal program. Also responsible for collecting and stamping all outgoing mail, then delivering all outgoing mail to the post office – will require a high level of attention to detail to complete these daily tasks.
• Receives all incoming stock supplies and equipment from multiple daily deliveries, completes inspection of stock condition, verifies quantity received using the packing slip to determine discrepancies in quantity, ensure the shipment is complete and that there are no damaged items, etc... Will notify the warehouse supervisor of any discrepancies. Delivers the items received to the correct departments or outside clinics, and obtains signatures for each delivery to ensure that items are sent to the correct location. Responsible for verifying the pack slips, signing the pack slips, ensuring the pack slips are scanned into an online database, and deliver the pack slips to the Purchase Order Processors.
• Ensure proper barcode labeling of stock items for storage, and maintain a neat, clean, highly organized warehouse.
• Responsible for retrieval of stock items from surrounding hospitals, nursing homes and vendors as needed for emergency supplies.
• Required rotating weekend and holiday on-call duties for all Supply Techs to maintain departmental supply cart level stocking. This entails coming in to restock all 24-hour CIHA departments each day, as well as remaining on-call for any 24-hour CIHA departments that may need supplies for emergency situations – will require staying within 15 minutes of CIHA for the duration of the on-call weekend. May have to work when administration leave is granted if patient care would be compromised.
• Responsible for all clerical duties associated with creating purchase orders, maintaining any online reports, maintaining the Supply Shared Folder Drive, uploading digital copies of required paperwork to complete payment for orders (PO, pack slip, receiving slip, etc…), as well as ensuring that original copies of all required paperwork are sent to the Purchase Order Processor, Property Control Clerk, or Finance as required.
• Will work closely with Property Control Clerk to ensure that appropriate items are tagged and tracked according to the Property Control Policy, before distributing to CIHA departments.
• Responsible for collection of all shredded documents from each of the CIHA departments.
• Stays up-to-date on required hospital trainings.
• Performs other related duties as required.

   

  Education/Experience/Minimum Qualifications

• High School Diploma required, Associates Degree preferred.
• Minimum of one year of experience in supply processes and procedures, warehousing experience, financial experience, or arelated field required.
• Must have excellent computer skills in order to effectively use our online systems (Microsoft Programs such as Excel, Word, Outlook, and ability to learn new online programs such as Sage 300 and EHR).
• Broad working knowledge of supply management procedures.
• Flexibility and ability to problem solve under demanding circumstances.
• High level of organization and attention to detail required to be successful in this position.

Initiative and Ingenuity

Employee’s development and maintenance of an accurate warehouse and department stocking procedures impacts all CIHA department’s patient care plans and ensures critical items required by staff are available. Individual is to utilize his/her own ability to problem solve, substitute items, or obtain items from all available sources including other health care facilities in the surrounding areas. The effect of an accurate supply system would be a saving of time, money and frustration of the patient and department staff requesting supplies. Incumbent should be able to perform normal routine job requirements independently of supervisor within 3 months and more complex tasks within 6 months.

Mental/Visual/Physical Environment

Work involves standing, walking, climbing, loading and unloading of deliveries, and lifting in performance of duties. Physical lifting required of 1-5 lbs. required 95% of the time, greater than 50 lbs. 5% of the time.

Responsibility for Equipment

Incumbent shall be responsible for utilization of hand truck, pallet jack and other supply handling equipment. Individual shall operate each piece of equipment in a safe manner at all times to minimize product damage and personal injury. Incumbent shall perform preventative maintenance on all material handling equipment as specified by supervisor.

Responsibility for Materials

Incumbent shall have responsibility for all stored stock, received and placed in inventory.

Hazards

Incumbent shall be familiar with all CIHA safety policies and codes. Individual shall have knowledge of Material Safety Data Sheets, information contained on sheets, procedures for handling, storage, and in the event of exposure corrective action to be taken or administered. Person shall complete CIHA Hazardous material handling, and all pertinent courses made available by the Safety Officer or deemed necessary by the CEO.

Responsibility for Others

Incumbent must create and maintain a good working relationship with Patients, CIHA staff, visitors, vendors, and Tribal programs. Supply procedures and policies may direct the flow of material but the individual is responsible for implementation of the policies and procedures in receipt, storage, and distribution of supplies to each entity, with a professional demeanor. Compliance with these policies affects each patient, CIHA staff, and department staff.

Working Conditions

Work is performed in a hospital supply warehouse setting. Individual is required to perform duties during adverse weather conditions for a short period and maybe exposed to heat, cold, or other related condition.

Contact with Others

Incumbent shall have contact with CIHA staff, department co-workers, surrounding hospital supply personnel, transportation/delivery personnel, government and commercial suppliers.

Responsibility for Accuracy

Signature or initials are required on supply documents to establish accountability for each supply management process. (Receiving Stocking, Inventory, etc...) Must follow purchasing policies and procedures.

Confidential Data

Maintain complete confidentiality of all medical and personal record and all other pertinent information that comes to his/tier attention or knowledge. Must adhere to all CIHA, HIPAA, and Tribal confidentiality policies and procedures. Violations of such confidentiality shall be cause for disciplinary action.

Customer Service

Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service.