Materials Support Assistant II- 40 hrs, Days and Rotating Weekends - U

POSITION SUMMARY:

Under the general guidance and direction from the Manager and/or Supervisor of Materials Distribution Services performs a variety of daily tasks to ensure all clinical areas (including OR and CPD staff) have the right Medical & Surgical supplies, and appropriate instrumentation  at the right time, in the right quantity and in the right bin/location. These tasks include ordering, replenishing, delivering, managing expiration dates of Medical and Surgical Supplies for all assigned clinical areas using handheld terminals and manual methods. Uses inventory and supply tracking and  and utilization reports/tools to reconcile orders and locate items. Receives packages at the receiving docks and delivers to the right locations at the right time. Helps in maintaining warehouse inventory include code carts. Works in accordance with the department standards and provides exceptional service to our customers without exceptions.

Position: Materials Support Assistant II

Department: MDS MP Operations

Schedule: 40 hours, Days and Rotating Weekends - U   

ESSENTIAL RESPONSIBILITIES / DUTIES:

Materials Support Assistant II will be responsible for one or more of the following areas based on the daily assigned tasks.

The assigned tasks are not limited to the following areas only, but can also include other areas assigned to Materials Distribution Services at any point of time.

Handling Medical & Surgical supplies for inpatient and outpatient departments

• Is responsible for handling Medical and Surgical supplies for the assigned inpatient Nursing Units or outpatient departments by using the hospital inventory software on a daily basis. Detail tasks includes:
  • Puts away the supplies from primary Low Unit of Measure (LUM) vendor trolleys in to the clean utility room including Med. room or any other storage area.
  • Rotates the items to ensure there is no expired item on the shelves.
  • Counts the supplies on the shelves in the clean utility rooms including Med rooms or any other storage area.
  • Orders by entering the correct count into the hospital inventory software device.
  • Uploads the orders to Host Server on a timely basis.
  • Ensures that pick for par items are picked from the warehouse shelves the same day by using inventory system.
  • Consolidates like items in the LUM totes received from vendor on a daily basis.

Handling Medical & Surgical supplies for Operating Rooms

• Is responsible for handling Medical and Surgical supplies based on appropriate physician preference cards for the assigned Operating Rooms CORE by using the hospital inventory software on a daily basis. Detail tasks includes  
  • Works closely with the OR staff to ensure the preparation and completion of case cart for all surgical procedures throughout all assigned shifts, minimizing delays in OR start times and ensuring preparation of all anticipated items for a case.
  • Puts away the supplies from primary Low Unit of Measure (LUM) vendor trolleys, as well as unused supplies from OR cases, in to the Operating Rooms CORE or any other storage area.
  • Rotates the items to ensure there is no expired item on the shelves.
  • Highlights the items close to expiration date so that end user can use that item first.
  • Checks the open PO report to ensure that if item is on the open PO report it is not ordered again.
  • Counts the supplies on the shelves on the CORE or any other storage area.
  • Orders by entering the correct count into the inventory software device.
  • Uploads the orders to Host Server on a timely basis.
  • Ensures that pick for par items are picked from the warehouse shelves the same day by using inventory system.
  • Consolidates like items in the LUM totes received from vendor daily.
  • Receives items from the receiving dock and puts those in the CORE.
  • Provide orientation/shadowing to other MSA II or Lead MSA as required for this area.
  • Demonstrates understanding of the criteria and parameters for sterile storage; is familiar with the location of sterile items throughout the operating room; adheres to Department policy in handling sterile items; maintains required par levels of sterile items; stocks needed supplies to ensure proper control of inventory.

Handling Medical & Surgical supplies for Endovascular Services

• Is responsible for replenishing Medical and Surgical supplies for the assigned Endovascular unit by using the hospital inventory software on a daily basis. Detail tasks includes:
  • Checks inventory module to see what items are scanned out from previous day.
  • Orders scanned out items based on the par levels.
  • Puts away the supplies from primary Low Unit of Measure (LUM) vendor trolleys in to the Endovascular storage areas.
  • Checks the open PO report to ensure that if item is on the open PO report it is not ordered again.
  • Receives items from the receiving dock.
  • Scans in the items received using handheld scanner.
  • Updates the inventory system database if there is any change such as manufacturer, catalog number, bar code etc. with any item scanned in.
  • Puts away the scanned in items on the shelves.
  • Rotates the items to ensure there is no expired item on the shelves.
  • Highlights the items close to expiration date so that end user can use that item first.
  • Performs cycle counts on a regular basis to ensure stock on hand is accurate in the system.
  • Provide orientation/shadowing to other MSA II or Lead MSA as required for this area.

Handling Medical & Surgical supplies for Other Identified Departments

• As hospital patient mix changes, MDS Department might take on other departments in managing their dedicated supply areas. The MSA II will be responsible for replenishing Medical and Surgical supplies for the identified departments by using the hospital inventory software on a daily basis.

Receiving and delivering packages from the Receiving Docks

• Scans in the packages (via hospital inventory Receiving and Delivery (RAD) Module) while the truck driver is unloading.
• Creates the log sheet for all packages received for the day
• Verifies the number of boxes before signing the acknowledgement.
• Removes the packing slip from outside of the box or inside of the box.
• Verifies the product against the packing slip.
• Receives the correct quantity in inventory receiving module and writes receiver number on the packing slip.
• Makes a copy of packing slip and tape it on the box for end user.
• Delivers “STAT” packages immediately.
• Puts the received box at the designated area on the rack or trolley.
• Delivers packages based on the priority and obtains the end users signatures and printed names using Receiving and Delivery module.
• Completes the manual delivery log sheet when RAD is not working.
• Places processed packing slips into appropriate files for filing.
• Notifies buyers with any problems with received merchandise to resolve issues with vendors.
• Follows process set by individual departments based on their operational needs.
• Signs delivery documents attesting to their correctness and adjusts document data indicating all discrepancies.
• Communicates any receiving issue to Supervisor and/or Manager in a timely manner.

Department Standard Procedures – required for All MSA

• Participates in cross training in any of the areas covered by Materials Distribution Services department.
• Provides coverage for employees who are absent/on vacation as assigned.
• Performs all duties with a customer service focus and in accordance with the department standard procedures, including compliance with industry infection control and safety procedures without exception. 
• Represents the hospital and Materials Distribution Services Department in a professional, courteous manner in all dealings with other hospital employees, vendors, patients and visitors.
• Responds to all requests for service through telephone, tube, and personal contact. Communicates any issues to your Supervisor/Manager.
• Responds to beeper requests promptly and checks batteries weekly.
• Maintains and manages inventory for code carts, intubation boxes, latex free boxes, ICU exchange carts, Endovascular cart, and CAPD carts etc.
• Refers all unanswerable or unfulfilled requests for service to the lead MSA or MDS Manager/Supervisor.
• Reports all stock-outs, errors and deficiencies to Supervisor/Manager.
• Maintains cleanliness and neatness of work and lounge areas.
• Assists in hospital emergency disaster plans.
• Ensures that all item numbers and quantity ordered matches quantity issued when fulfilling the requisition.
• Records all transactions either manually or into computerized information system and files documents as required.
• Performs “over-the-counter” distribution of ancillary order processing.
• Delivers Requisition Self Service (RSS) orders to all end users.
• Breaks down the bulk and ensures inventory stock is placed in storage areas designated for the item.
• Performs cycle and/or annual counts for inventories as required.
• Operates material handling equipment.
• Rotates inventory stock on first in, first out basis.
• Orders for both NP and MP Warehouses as required/assigned.
• Picks for all ancillary department orders as required/assigned.
• Delivers all supplies using distribution carts.
• Performs delivery and retrieval of specialty and disaster carts as needed.
• Delivers Oxygen tanks as requested
• Delivers all clean linen orders as needed.

Other Duties

• Utilizes hospital’s behavioral and compliance safety standards as the basis for decision making and to support the hospital’s mission and goals.
• Follows established hospital infection control and safety procedures.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Performs other related duties as needed.
• Participates in and supports performance improvement initiatives and activities.
• Attends Operative Services staff meetings and other meetings, as required. 
• Accepts and transmits e-mail, written, and oral messages for Nursing and Supply Chain team members accurately in English.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB DESCRIPTION CHARACTERISTICS

EDUCATION:

High school diploma or GED required.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

Possess and maintain a current, valid Massachusetts driver's license and successfully complete a motor vehicle driving records check.

EXPERIENCE:

Requires at least 2 year’s full-time experience in shipping, receiving, warehouse, material handling, or maintaining inventory.

KNOWLEDGE AND SKILLS:

• Work requires demonstrated ability to read and write English, perform basic math, and communicate well verbally and in writing.
• Ability to perform work accurately and pay attention to details.
• Proficiency with MS Outlook and computerized inventory control software.
• Ability to read and interpret documents such as inventory reports, scorecard activity, etc.
• Must be able to reach, stoop, bend, and lift up to and including 60 lbs and to push up to 300 lbs unassisted.
• Adequate visual acuity to accurately read handheld scanners.
• Excellent organizational skills to effectively set priorities and efficiently complete required tasks.

Equal Opportunity Employer/Disabled/Veterans