Materials Management Specialist

POSITION SUMMARY

The Materials Management Specialist is responsible for the procurement and distribution of supplies and for providing accurate inventory tracking and control of all items for all assigned health centers throughout PPGNY. This role will work collaboratively with Clinical Staff to ensure all supplies, equipment, and 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 require travel to cover these duties for multiple health centers.

• Prepare Purchase Order Requisition s 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
• Ensure receipts are created in electronic system for all deliveries prior to the end of the month
• Assist Accounts Payable with the resolution of health center invoices for orders

• Perform inventory control, inventory rotation in accordance with 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 at the inventory level
• Collaborate with Clinical Services Administration and Quality Management to research and order new medications and supplies as needed
• Facilitate the order and repair of medical equipment in conjunction with the Support Services/Facilities Department
• Provide necessary training of inventory personnel related to all job functions

• Perform clerical and administrative duties as assigned by center management (filing, copying, scanning, data entry, etc.)
• Accept and participate in meeting established goals for productivity
• Comply with all organizational and quality assurance guidelines, and applicable government regulations
• Work effectively with volunteers, trainees, and temp agency personnel
• Perform other duties/tasks as required by management

• Commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice
• Commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems
• Strong relationship building and communication skills, including the ability to work and build trust across cultural differences related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin, or ability; and to reflect on personal identity with humility

• Remain focused and calm in stressful situations
• Exhibit excellent interpersonal and verbal skills
• Have superior oral and written communication skills
• Develop and maintain professional relationships with internal and external stakeholders
• Work as part of a team

• Proficient in Microsoft Office Suite or similar software
• Familiarity with Microsoft Excel
• Knowledge of inventory management control
• Experience ordering and stocking supplies

• Excellent organizational skills
• Outstanding time‑management skills and ability to work under deadlines
• Exercise sound judgment and independent decision‑making
• Produce reliable, high‑quality work with minimal supervision
• Exercise discretion with confidential information

• Minimum education:
  
  High school diploma or GED

1 year of relevant inventory‑related experience

Ability to lift 25 lbs.

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

Generous PTO and holiday schedule

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

FSA, HSA and commuter pre‑tax reimbursement funds

Short‑term and long‑term disability, free basic life and AD&D

401(k) retirement plan with Safe Harbor contributions after 1 year of employment

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and COVID‑19) and tuberculosis testing is required by NYC DOHMH Health Code, NYSDOH and OSHA.