Administrative Inventory Clerk
The Administrative Technician provides essential administrative and logistical support to the Central Distribution department. This position is responsible for managing inventory documentation, supply data entry, patient charge reconciliation, and the overall organization and reporting of supply and equipment activity. The Technician ensures accuracy in records, maintains compliance with established par levels, and supports efficient operations through proactive communication, coordination, and follow-up with internal departments.
Key Responsibilities
- Perform routine data entry and documentation for supply and equipment transactions using the IMMS system.
- Review and reconcile inventory forms, ensuring par levels are accurately reflected and updated.
- Generate and maintain pick lists, charge sheets, and restock logs for auditing and tracking purposes.
- Prepare inventory reports and communicate low or out-of-stock items to Purchasing.
- Assist with departmental recordkeeping, filing, and process documentation.
Floor Cart Management
Coordinate inventory tracking of floor carts using pre-printed cart forms and system data.Process and key in restock forms; monitor par levels for accuracy and timely replenishment.Oversee the return and credit process for excess supplies, ensuring proper documentation.Ensure all floor cart data, forms, and supply records are current and easily accessible.Patient Charge Processing
Collect, verify, and input patient supply and equipment charges daily according to service date.Reconcile charge data to ensure completeness and accuracy before end of shift.Maintain confidentiality and compliance in all patient-related records.Inventory Control & Departmental Organization
Support inventory control through weekly label checks, stock rotation, and participation in cycle counts.Track and document stock movements and discrepancies for supervisor review.Maintain the organization and cleanliness of the Central Distribution area, including equipment storage records.Ensure that IV and feeding pumps are logged and monitored for functionality and availability.Compliance & Security
Adhere to all access restrictions related to pharmaceutical and secure storage areas.Maintain proper documentation for controlled items in accordance with hospital and departmental policy.Follow safety, sanitation, and record retention standards.Qualifications
High school diploma or equivalent; coursework in office administration, inventory management, or healthcare operations preferred.Minimum 12 years of experience in an administrative, inventory, or supply chain support role.Proficiency in data entry systems (IMMS or equivalent) and Microsoft Office Suite (Excel, Word, Outlook).Strong attention to detail, organization, and record accuracy.Ability to lift up to 25 lbs occasionally and stand or move within the department as needed.Effective communication and problem-solving skills with cross-departmental teams.Physical Requirements
Prolonged, extensive or considerable standing / walkingLift / position up to 25 lbs. Push / pull up to 25 lbs of force.Reaching, stooping, bending, kneeling, crouchingManual dexterity and mobilityTouch, auditory and visual perception and acuityAdequate vocal pitch and volumeAbility to move quicklyCore Competencies
Accuracy & Accountability : Ensures precision in charge entry, inventory records, and documentation.Organization : Maintains orderly systems for supplies, forms, and records.Team Collaboration : Works effectively with nursing, purchasing, and materials management.Initiative : Identifies and reports issues before they impact operations.Confidentiality : Protects patient and departmental data integrity.