Materials Management Specialist

POSITION SUMMARY

The Materials Management Specialist is responsible for the procurement and distribution of supplies and to provide accurate inventory tracking and control of all items for all assigned health centers throughout PPGNY. This role will work collaboratively with Clinical Staff ensuring all supplies/equipment/devices required to perform patient care services are available. Working with vendors on product research and resolving delivery issues will be required. This is a full-time position that will be required to travel to cover these duties for multiple health centers.

DUTIES AND RESPONSIBILITIES

Procurement (45%)

• Prepare Purchase Order Requisitions using PPGNY’s computerized software system for the procurement of supplies, equipment, and devices needed for patient care services.

• Serve as liaison for the health center(s) with the agency’s purchasing agent to ensure timely processing of orders and delivery of supplies.

• Review purchase requisition to ensure accuracy and that all required documents and justifications are provided by PPGNY personnel prior to submission to vendors.

• Ensures receipts are created in our electronic system for all deliveries prior to the end of the month.

• Assists Accounts Payable with the resolution of health center invoices for their orders.

Inventory (45%)

• Perform inventory control, inventory rotation in accordance to manufacturer’s and PPGNY guidelines, maintain supply par levels as established for the center(s), and distribute supplies to staff as requested.

• Assist with the resolution of recall issues on the inventory level.

• Collaborate with Clinical Services Administration and Quality Management to research and order new medications and supplies as needed.

• Facilitates the order and repair of medical equipment in conjunction with the Support Services/Facilities Department.

• Provides necessary training of Inventory personnel related to all job functions.

Employee Relations (10%)

• Performs clerical and administrative duties as assigned by center management ie filing, copying, scanning, data entry, etc.

• Accepts individual and joint responsibility for and participates in meeting established goals for productivity.

• Accepts individual and joint responsibility for and participates in health center efforts to comply with all organizational and quality assurance guidelines, and all applicable government regulations.

• Accepts individual and joint responsibility for and participates in the overall health center efforts to achieve all goals set to improve customer relations, increase customer satisfaction and promote repeat customer visits.

• Completes all responsibilities according to established protocols, policies and standard practices in the areas of ADA and regulatory compliance programs such as HIPAA.

• Works effectively with volunteers, trainees and temp agency personnel.

• Performs other duties/tasks as required by Management.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice

• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.

• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility

REQUIRED SKILLS/ABILITIES:

Interpersonal

• Ability to remain focused and calm in stressful situations

• Excellent interpersonal and verbal skills

• Superior oral and written communication skills

• Ability to develop and maintain effective, professional relationships with internal and external stakeholders

• Ability to work effectively as part of team

Technical

• Proficient in Microsoft Office Suite or similar software

• Familiarity with Microsoft Excel

Subject Matter Knowledge

• Inventory Management Control

• Ordering of supplies

• Stocking Organization

Work Habits/Attributes

• Excellent organizational skills

• Outstanding time management skills, including the ability to work under deadline

• Ability to exercise sound judgment and independent decision-making skills

• Ability to produce reliable, high quality work with minimal direct supervision

• Ability to exercise discretion in the handling of confidential information

QUALIFICATIONS

• Minimum education

• High school diploma/GED

PREFERRED QUALIFICATIONS

1 year of relevant inventory related experience

PHYSICAL DEMANDS

• Ability to lift 25lbs.

• Ability to use cart, flatbeds, platform trucks to move supplies.

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.