Expeditor - Materials Management

Description

JOB PURPOSE OR MISSION: To provide the timely acquisition of items for assigned GHS facilities.

PERFORMANCE CRITERIA

CRITERIA A: Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

PERFORMANCE STANDARDS:

•Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.

•Takes initiative in living our Everyday Excellence values and vital signs.

•Takes initiative in identifying customer needs before the customer asks.

•Participates in teamwork willingly and with enthusiasm.

•Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.

•Keeps customers informed, answers customer questions and anticipates information needs of customers.

CRITERIA B: Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines, and the GHS Corporate Compliance Guidelines.

PERFORMANCE STANDARDS

•Practices diligence in fulfilling the regulatory and legal requirements of the position and department.

•Maintains accurate and reliable patient/organizational records.

•Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

CRITERIA C: Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.

PERFORMANCE STANDARDS

•Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.

•Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.

•Upholds the ethical standards of the organization.

CRITERIA D: Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

PERFORMANCE STANDARDS

•Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.

•Initiates or redesigns to continuously improve work processes.

•Contributes ideas and suggestions to improve approaches to work processes.

•Willingly participates in organization and/or department quality initiatives.

CRITERIA E: Cost Management - Employee demonstrates effective cost management practices.

PERFORMANCE STANDARDS

•Effectively manages time and resources

•Makes conscious effort to effectively utilize the resources of the organization - material, human, and financial.

•Consistently looks for and uses resource saving processes.

CRITERIA F: Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.

PERFORMANCE STANDARDS

•Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.

•Employee proactively reports errors, potential errors, injuries or potential injuries.

•Employee demonstrates departmental specific patient and employee safety standards at all times.

•Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.

JOB FUNCTIONS

ESSENTIAL JOB FUNCTIONS include, but are not limited to:

1. Receives telephone calls and visitors, and resolves routine and complex customer service inquiries.

PERFORMANCE STANDARDS:

•Exercises independent judgment in selecting and interpreting information, handling deviations from standard methods, and resolving difficulties.

•Demonstrates initiative in resolving non-routine situations requiring specialized knowledge or judgment.

•Facilitates communication with the executive(s) by assessing the urgency of situations and determining appropriate action.

2. Demonstrates knowledge and ability to file alphabetically, numerically and topically.

PERFROMANCE STANDARDS:

•Material is accurately sorted for filing based upon content, and in accordance with filing system.

•Files are accurately prepared with appropriate labels.

•Missing information is always investigated by searching files.

•Files are purged in accordance with record retention policy.

3. Performs administrative activities for materials departments.

PERFORMANCE STANDARDS:

•Arranges and schedules appointments, including interviewing callers and making proper referrals.

•Consistently reviews and prioritizes all incoming mail and material, checks and compares with previous material or other data, and brings to the attention of the executive(s) significant items, changes, errors or omissions.

•Organizes, establishes and maintains accurate record-keeping systems for correspondence, documents, materials, and other records.

•Maintains accurate policy and procedure manual(s) for Materials departments.

4. Processes materials paperwork for assigned General Health System facilities.

PERFORMANCE STANDARDS:

•Screens requisitions to ensure proper authorization is included.

•Processes assigned purchase orders, including capital and BioMed, according to established procedures.

•Works with Accounts Payable department to resolve invoice discrepancies.

•Processes returns to vendors, expediting credits and/or exchanges.

•Utilizes group-purchasing contracts in effect.

•Receives inbound freight, notifies receiver and maintains signed documentation of pickup by department.

•Works with Central Supply manager on product recall notification, within established timelines.

•Enters and maintains information in computerized vendor sign-in system.

5. Assists purchasing manager with assigned contracting functions.

PERFORMANCE STANDARDS:

•Copies contracts and Premier PMDF's and submits to contract department, with established timeframes.

•Maintains current contract files.

•Works with primary distributor to maintain pricing accuracy for distributed items.

•Reviews and corrects discrepant items in GHS contract center, according to established timeframes and guidelines.

6. Performs all other duties as required.
PERFORMANCE STANDARDS:

•Coordinates New Products Meeting, ensuring proper notification of time/place to participants and availability of needed materials, information, etc.

•Maintains rebate log according to departmental guidelines.

•Performs month-end distribution of reports.

SPECIFIC EXPERIENCE REQUIREMENTS

One year purchasing experience (health care related preferred).

SPECIFIC EDUCATIONAL REQUIREMENTS

High school graduate or equivalent; some advanced education preferred.

SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS

Working knowledge of established purchasing practices according to industry standards; computer literate; knowledge of contracts/negotiations preferred. Strong verbal and written communication skills, and the ability to effectively communicate with a wide variety of individuals.

HIPAA REQUIREMENTS

Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: patient demographics, patient related complaints, and information related to patient location.

SAFETY REQUIREMENTS

Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, handling of wastes, sharps and linen, PPE, exposure control plans, hand washing, environment of care, monitors clinical alarms for all ages and interfaces with all age groups and complies with related competencies.

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