Materials Management Specialist
Partnership Health Center, Missoula, MT, United States
This position is a full‑time, 40‑hour per week role located in Missoula, Montana. The Materials Management Specialist will acquire, store, and distribute equipment, supplies, and materials for Partnership Health Center (PHC) clinics, ensuring availability for patient care while maintaining inventory control and managing supplier relationships.
Responsibilities
Procure and distribute medical and office supplies, equipment, and other necessary goods for PHC and outside agencies.
Maintain supply inventory, conduct physical inventory audits, and reconcile discrepancies to minimize waste, loss, and theft.
Develop and implement inventory management systems to optimize storage, streamline operations, and track supply levels.
Coordinate purchasing functions, including bids, requests for proposals, vendor negotiations, and special orders.
Oversee fixed asset management, ensuring proper documentation, tagging, and reconciliation of assets.
Facilitate the proper use of county vehicles by PHC employees, including reservations and maintenance coordination.
Manage vendor payments, process invoices, and ensure accurate billing for supplies, postage, and motor pool usage.
Handle incoming and outgoing mail, parcels, and packages, including tracking shipments and ensuring timely deliveries.
Ensure compliance with PHC Corporate Compliance Guidelines, HIPAA regulations, and safety standards.
Maintain cleanliness and sterilization of medical tools, exam beds, and equipment in clinical areas.
Assist with basic biomedical needs, including coordination of minor medical equipment maintenance, troubleshooting issues, and ensuring proper sterilization protocols.
Organize the disposition of surplus property in accordance with county policies.
Oversee the management, maintenance, and troubleshooting of company printers, ensuring supplies such as ink and paper are stocked and coordinating repairs as needed.
Other Duties
Assist in the development of annual department budgets as directed by the Chief Financial Officer.
Perform other related duties as required or assigned.
Required Knowledge, Skills, and Abilities Knowledge
Purchasing, inventory control, and asset management best practices.
Medical office procedures, HIPAA compliance, and safety regulations.
Biomedical equipment maintenance and sterilization procedures.
Modern medical office practices and procedures.
Medical terminology.
Business English, spelling, punctuation, and math.
PHC Corporate Compliance Guidelines.
Skills
Proficiency in computer applications, including Microsoft Excel, word‑processing software, and inventory management systems.
Strong organizational skills and attention to detail.
Ability to handle multiple priorities.
Abilities
Excellent leadership, communication, and customer service skills.
Ability to supervise and mentor staff.
Work independently with minimal supervision and make responsible decisions.
Learn assigned tasks and procedures.
Perform detailed work accurately and manage multiple tasks in a high‑stress environment.
Use initiative and good judgment while handling confidential matters.
Communicate effectively in English, orally and in writing.
Establish and maintain effective working relationships with diverse individuals and groups.
Provide patient‑centered and supportive customer service in all duties.
Work as part of a team, proactively supporting patients and coworkers.
Minimum Qualifications
High school diploma or GED required; one post‑secondary course in Accounting preferred.
At least three years of administrative support experience in an office setting with customer service and data entry responsibilities.
Experience in a healthcare setting preferred.
Special Requirements
Valid Montana driver’s license.
Immunizations or proof of immunity to specified infectious diseases and a TB test.
Background check with fingerprinting (criminal background check).
Physical/Environmental Demands
Alternating between sitting, standing, and walking; routine lifting up to 50 lbs. and occasional maneuvering of up to 100 lbs.
Exposure to biohazards, chemicals, and other potentially hazardous materials.
Handling mail processing equipment, including conveyor belts and moving parts.
Work schedule may include evenings and weekends; not eligible for remote work.
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Responsibilities
Procure and distribute medical and office supplies, equipment, and other necessary goods for PHC and outside agencies.
Maintain supply inventory, conduct physical inventory audits, and reconcile discrepancies to minimize waste, loss, and theft.
Develop and implement inventory management systems to optimize storage, streamline operations, and track supply levels.
Coordinate purchasing functions, including bids, requests for proposals, vendor negotiations, and special orders.
Oversee fixed asset management, ensuring proper documentation, tagging, and reconciliation of assets.
Facilitate the proper use of county vehicles by PHC employees, including reservations and maintenance coordination.
Manage vendor payments, process invoices, and ensure accurate billing for supplies, postage, and motor pool usage.
Handle incoming and outgoing mail, parcels, and packages, including tracking shipments and ensuring timely deliveries.
Ensure compliance with PHC Corporate Compliance Guidelines, HIPAA regulations, and safety standards.
Maintain cleanliness and sterilization of medical tools, exam beds, and equipment in clinical areas.
Assist with basic biomedical needs, including coordination of minor medical equipment maintenance, troubleshooting issues, and ensuring proper sterilization protocols.
Organize the disposition of surplus property in accordance with county policies.
Oversee the management, maintenance, and troubleshooting of company printers, ensuring supplies such as ink and paper are stocked and coordinating repairs as needed.
Other Duties
Assist in the development of annual department budgets as directed by the Chief Financial Officer.
Perform other related duties as required or assigned.
Required Knowledge, Skills, and Abilities Knowledge
Purchasing, inventory control, and asset management best practices.
Medical office procedures, HIPAA compliance, and safety regulations.
Biomedical equipment maintenance and sterilization procedures.
Modern medical office practices and procedures.
Medical terminology.
Business English, spelling, punctuation, and math.
PHC Corporate Compliance Guidelines.
Skills
Proficiency in computer applications, including Microsoft Excel, word‑processing software, and inventory management systems.
Strong organizational skills and attention to detail.
Ability to handle multiple priorities.
Abilities
Excellent leadership, communication, and customer service skills.
Ability to supervise and mentor staff.
Work independently with minimal supervision and make responsible decisions.
Learn assigned tasks and procedures.
Perform detailed work accurately and manage multiple tasks in a high‑stress environment.
Use initiative and good judgment while handling confidential matters.
Communicate effectively in English, orally and in writing.
Establish and maintain effective working relationships with diverse individuals and groups.
Provide patient‑centered and supportive customer service in all duties.
Work as part of a team, proactively supporting patients and coworkers.
Minimum Qualifications
High school diploma or GED required; one post‑secondary course in Accounting preferred.
At least three years of administrative support experience in an office setting with customer service and data entry responsibilities.
Experience in a healthcare setting preferred.
Special Requirements
Valid Montana driver’s license.
Immunizations or proof of immunity to specified infectious diseases and a TB test.
Background check with fingerprinting (criminal background check).
Physical/Environmental Demands
Alternating between sitting, standing, and walking; routine lifting up to 50 lbs. and occasional maneuvering of up to 100 lbs.
Exposure to biohazards, chemicals, and other potentially hazardous materials.
Handling mail processing equipment, including conveyor belts and moving parts.
Work schedule may include evenings and weekends; not eligible for remote work.
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