RESPONSIBILITIES
Diagnostic Laboratory Services, Inc. (DLS) is Hawaii's largest locally owned and operated clinical and anatomic pathology laboratory. DLS is proud to serve the communities of Hawaii, Guam and Saipan and utilizes state-of-the-art testing and value-based informatics to promote optimal patient care to positively impact patient lives.
SCHEDULE
Regular Full-Time Position
Must be available Monday through Friday from 8:00 am to 4:30 pm.
Must be flexible with schedule changes to meet operational needs.
HIRING RANGE
$22.19 to $28.19 hourly
Actual pay commensurate with experience
JOB SUMMARY
Assists in the day to day supervision of employees and routine operations for the department. Procures supplies in a timely, cost-effective manner and oversees the warehouse. Represents management and the company.
DUTIES AND RESPONSIBILITIES
Listed below are the major duties and responsibilities of this position. Essential job functions are identified with an *.
Utilize Finance Supply Chain Management System (FSCM). (40%)*
Monitors Inventory:
Reviews inventory re-orders and adjusts as needed prior to releasing the order.
Ensures appropriate supply levels by evaluating reorder points and analyzing the current needs to prevent stock shortages and emergency orders.
Monitors unit of order and issue quantities and makes recommendations for changes based on needs.
Implements cycle counts when needed and identifies the root cause of transaction errors.
Adjusts FSCM quantities when transaction errors identified using the best method (i.e., Return Material Adjustment (RMA), adjustments, par counts).
Monitors correct posting of receipts and issues through automated FSCM.
Documents and reports missing pick tickets.
Assists with resolution of unpaid invoices by monitoring match exception reports:
Identifies and resolves match exception root cause, and communicates resolutions to accounts payable, purchasing, receivers or other involved parties.
Resolves receiving errors by working with departments as needed.
Monitors, and collaborates with vendors in regard to invoice reports and/or past due invoices and takes appropriate action.
Assists with administrative responsibilities throughout DLS, when necessary, to manage the inventory.
Includes addition of new items, deletion of discontinued items, communicates of changes to QHS Master Item Team re: product inactivation and coordination of implementation of new products. Works with internal customers to discontinue items from FSCM.
Researches and notifies departments of backorder, allocation, and delayed or missing orders. Serves as the liaison between the end users/buyers and vendors.
Research alternate purchase sources or suitable replacement products for products back ordered/delayed.
Obtains proofs/quotes from vendors as requested.
Submits vendor documents with updated pricing to the content management team.
Downloads Federal Express invoices on a weekly basis and ensures that the invoices submitted appropriately.
Codes invoices with proper cost center account number, as needed, and submits the invoices to accounting.
Creates order requisitions in FSCM.
Provides additional administrative support to the department. (25%)*
Expedites and follows up on orders, communicates information, status reports, problems, etc. with departments and/or appropriate personnel.
Creates monthly excel mail reports for DLS Financial Analyst and provides additional data reports when requested.
Identifies and analyzes problems; makes decisions and takes appropriate action(s).
Manages the inventory of pagers and cell phones. Resolves problems, orders new items and/or facilitates the replacement of these items as needed.
Maintains department files, including off site storage/files. Creates file indexes and monitors storage/destroy dates.
Performs scheduling and work assignments according to operational requirements.
Prepares reports and documents for supervisor and other relevant people, as assigned.
Assists with supervising and overseeing the day to day operation of the warehouse, shipping and receiving areas and direction of the staff. (20%)*
Maintains and provides the receiving, shipping, storage, and distribution of supplies from suppliers and third-party carriers.
Monitors and alerts management and partners with stakeholders to provide recommendations when storage within the departments or the warehouse approach maximum capacity.
Coordinates and prepares the transportation and delivery of supplies to DLS locations, as required.
Ensures that supplies are received and stored in an accurate and timely fashion.
Ensures the accurate and timely distribution of supplies to internal and external customers.
Ensures the proper and efficient use of supplies and equipment.
Predicts, tracks, and maintains a plan for adequate storage for critical shipments before the materials arrive in the warehouse.
Assists with the hiring process, conducting performance appraisals, writing and issuing disciplinary notices and maintaining and editing timecards and schedules in the time and attendance system.
Assist with training and assigning duties to staff as needed.
Supports shipping and receiving functions. (15%)*
Creates daily mail postage for outbound United States Postal Service (USPS) or FedEx.
Organizes air cargo shipments when requested.
Delivers materials, supplies and equipment to department within Central Laboratory with attention to temperature and/or time-sensitive materials.
Process client supplies.
Receives and ships materials, supplies and equipment.
Performs other duties as required.
Job Expectations:
Assists supervisor to ensure operations of assigned area(s) meet company requirements and customer service goals.
Assists supervisor/manager in setting departmental standards of quality, productivity, and performance and developing and implementing monitoring systems, as assigned.
Performs scheduling and work assignments according to operational requirements.
Participates in preparation and updating of procedures and other departmental manuals.
Communicates relevant information to team members, supervisor, and other appropriate people in a timely and appropriate manner.
Prepares reports and documents for immediate supervisor and other relevant people as assigned.
Investigates and addresses incidents involving patients, employees, clients, visitors.
Handles situation using appropriate company policy or procedure.
Consults supervisor or other appropriate resource.
Ensures the proper and efficient use of supplies and equipment.
Performs duties of Shipping and Receiving Clerk, Material Management Specialist, and Supply Chain Specialist as needed.
Assists supervisor to ensure assigned area(s) meet state, federal, and other regulatory requirements. May implement and maintain quality control/assurance programs as directed
May implement and maintain quality control/assurance programs as required.
Assists in developing and implementing plans within scope of responsibility to meet organization's strategy.
Partners with management and employees to create a positive team environment that encourages open communication to build a high performing team. Guides and supports team members with training and questions.
Participates in hiring, training, developing, and appraising staff and makes recommendations as appropriate. Takes corrective action as necessary on a timely basis.
Consults with supervisor and Human Resources as appropriate.
Ensures proper documentation.
Keeps abreast of changes in industry, makes recommendations and assists with implementation of new or revised procedures.
Provides input and support for the development and implementation of improvements.
Identifies opportunities for improvements.
Provides appropriate data and information needed to make decisions.
Recommends solutions and assists with implementation.
Participates, leads, and facilitates meetings and teams.
Ensures working environment that provides maximum safety and health and encourages safety awareness among employees.
Ensures that employees perform duties using safe work techniques and procedures in accordance with OSHA, State and Federal regulations and DLS policies and procedures.
Reports unsafe work conditions, injuries/illnesses, and incidents in a timely and proper manner.
Identifies and analyzes problems; makes decisions and takes appropriate action(s).
Assists internal and external customers with questions, concerns, problems, etc.
Develops, promotes, and maintains a positive work climate and effective working relationships with internal and external customers.
Maintains attendance as scheduled/assigned, consistent with DLS policies and procedures.
Participates in continuing education/in-service programs and in management and laboratory administration related courses.
Models the behaviors consistent with the mission, vision, and shared values of the organization.
Maintains confidentiality of information in accordance with company policies and procedures.
JOB DEMANDS
Communication Demands:
Able to read, analyze and interpret professional journals, technical procedures, and governmental regulations, as appropriate.
Able to write reports, business correspondence and procedure manuals.
Able to effectively present information and respond to questions from groups of internal and external customers.
Typical Physical Demands:
Continuous: standing, walking, forward reaching, grasping, handling, fingering, seeing, hearing, and speaking.
Frequent to continuous: bending, squatting, stooping.
Frequent: crouching, twisting, overhead reaching, pushing, and pulling up to 250 pounds with assistance, lifting - up to fifty-five (55) pounds (floor to knuckle, knuckle to shoulder, shoulder to overhead), carrying up to forty-five (45) pounds.
Occasional: sitting, stair climbing, kneeling, side bending, lifting - seventy-five plus (75+) pounds with assistance (floor to knuckle, knuckle to shoulder, lifting thirty-five (35) pounds (shoulder to overhead), carrying seventy-five plus (75+) pounds with assistance.
Machines, tools, and work aids: pallet jack/lift, hand truck, wagons, carts, bow cutter, step ladders, computer, and inventory management system.
Typical Working Conditions:
Work environment includes conditions common to a laboratory, including working around or indirectly with bio-hazardous materials, and potentially hazardous chemicals.
Generally, works an indoor, well lighted air-conditioned office/laboratory setting with adequate ventilation.
Occasionally performs work in a walk-in refrigerator for up to 15 minutes at a time.
Occasionally performs work outdoors.
QUALIFICATIONS
Education:
Required:
High school diploma or equivalent.
Preferred:
Associate degree from an accredited institution.
Experience:
Required:
Two (2) years experience in inventory practices or systems in healthcare.
One (1) year of customer service experience.
Preferred:
Experience in preanalytical or analytical phases of the laboratory.
Vendor management experience.
Skills:
Required:
Able to communicate effectively in English, both in verbal and written form.
Able to work effectively both independently and with a team.
Excellent customer service skills.
Effective mentor to peers and other team members.
Working knowledge of Microsoft Office suite of products.
Skill in organizing and maintaining accurate records and attention to detail.
Preferred:
Experience using an Enterprise Resource Planning (ERP) or Inventory Management System.
Equal Opportunity Employer/Disability/Vet
