Purchasing Inventory Specialist

The Warehouse Specialist is responsible for performing tasks pertaining to the purchase of warehouse products, including but not limited to; non-controlled Rx; maintaining appropriate stock levels; communicating mis-shipments to vendors as well and keeping accurate drug records. Essential Functions of the Job ● Maintaining a dedicated supply of all Warehouse drugs ○ Knowing stock levels of all drugs for each vendor ■ Knowing the PO minimum requirements for each vendor ■ Submitting the proper PO type; EDI, Email, Fax, Web portal, etc ■ Ordering in the correct case packs ■ Following up with vendors to ensure POs have been received; ● If POs are placed on hold, the Purchasing and Inventory Specialist needs to find out why; ordered out of case pack; NDC or Cost change; Vendor is out of stock; PO minimums not met; credit hold. ○ Updating NDCs in respect to price changes, NDC changes, Vendor changes, case pack changes ○ Loading Substitution information correctly ■ Ordering substitution items in a timely and efficient manner. ○ Keeping track of Back Order dates/reports; following up with vendors when an item exceeds its expected release date ■ If an item is on Long Term Backorder, notify the supervisor to recourse if needed and deemed appropriate. ○ Ensuring Vendors have correct and up-to-date licensure; and that this information is kept up to date in MDS. ○ Pulling store orders through MDS ■ This includes Non-controlled Rx orders ■ Fixing Order Errors- ordered the wrong drug, ordered the wrong quantity, sent the order too early, and deleted the order. ■ Ensuring stores are submitting on their correct day ● Following up when stores deviate from their pick days and finding out why, as well as education in regards to routes, delivery schedules, and order cut-off times ○ Answering questions from stores in regards to delivery schedules, routes, general Warehouse Operations, as well as the “who do I speak with for this” questions. ○ Occasional Picking/Put Away of Non Controlled product ○ Troubleshooting in MDS ■ Incorrect Lot numbers ■ Items in incorrect locations ■ Discrepancies between PO and Pack Slip ■ Fixing Invoices ■ Updating and Maintaining Pedigrees ■ Clearing Back Orders/ In Pick Quantities ■ Running Daily Reports ○ Loading and unloading skids ○ Assisting in the offloading of FedEx/ UPS and other courier services as needed. ○ Answering and directing phone calls to the proper departments ○ Working closely with the Manager of the Warehouse to create and evaluate policies and procedures A key role in the Warehouse Specialist’s duties is the transition into the new Buy Year; this includes but is not limited to the following; ● Proper and timely loading of all new NDCs, with correct NDC, Description, Cost and Price, vendor, Case pack, item type, as well as storage requirements. ● Proper loading of all substitution items, and ordering substitutions promptly to have a smaller supply of the “old” NDC, and a large supply of the “new” NDC, without a disruption to our supply chain. ● Discontinuation of all items that will not be carried over into the new buy year ● Contacting New and Existing Vendors to obtain the proper documentation required to purchase ● Double-checking/ Following up as needed with Procurement ● Maintaining stock of items throughout the beginning of the new buy year; increasing or decreasing stock, to maintain the best savings for the warehouse. Procurement Duties: ● Work closely with the Manager of the Warehouse and procurement team members to evaluate all new product ● Evaluate Cost/Price changes to determine if an item is within our parameters to bring into the warehouse ● Provide expected usage to vendors ● Maintain DSCSA requirements ● Provide excellent customer service General Warehouse Duties: ● Maintain a clean and clutter-free warehouse ● Emptying Garbage ● Cleaning bathrooms ● Cleaning breakroom ● Vacuuming ● Cleaning windows ● Cardboard disposal Non-Essential Functions of the Job: ● Other duties/responsibilities as may be assigned Supervisory Responsibilities: Leadership role in the department includes, but is not limited to: ● None Supervisory Controls ● The position is at the direction of the Warehouse Manager in all essential functions. ● Performance standards used to measure success in the employee’s performance of the functions of this job description will be determined by the supervisor. ● All major issues, policy changes, and recommendations are cleared first with the supervisor. Qualifications & Skills: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Preferred Education/Experience: ● At least 6 months experience purchasing ● At least 6 months experience entry level of supervisory oversight and guidance: ● At least 6 months experience in entering and receiving data in an inventory management system ● At least 6 months of experience with Excel Skills: ● High attention to detail ● Good organization ● Adept at Math ● Basic IT Knowledge ● Basic E-mail skills ● Proficient computer skills- Excel/Word ● Team player ● Positive attitude ● Ability to problem solve and learn new skills ● Excellent written and verbal communication Attributes: ● Motivated ● Detail-Oriented ● Excellent People Skills ● Technical Skills Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions upon request. See all physical/environmental sheets attached. Provided: ● Computer ● Software Program ● Office Supplies ● Telephone ● Scanner ● Inventory System ● Friendly and knowledgeable work environment Expected: ● To maintain and actively practice proper business ethics and follow pharmacy laws ● Abide by all Hometown Pharmacy Employee Standards of Conduct ● During the course of business, an employee holding this position may have access to customer medical records, employment files and other information essential to our continued business success and must be maintained in a confidential manner. ● To maintain and actively practice proper business ethics ● Positive and team based attitude ● Satisfactorily complete training and continuing education provided by Hometown Pharmacies Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions upon request. ● Willing and able to carry up to 50Lbs with or without reasonable accommodation ● Able to stand or sit for extended periods Disclaimer: Job Descriptions are subject to change: ● Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. ● This description reflects management’s assignment of essential functions, it does not proscribe or restrict tasks that may be assigned. ● This job description is subject to change at any time.