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.