Inventory Clerk

Center for Family Health and Education

Los Angeles, CA, USA

Published: 6/14/2022

Full Time

Job Description

INVENTORY CLERK

Federally Qualified Health Center (FQHC)

Department

Finance / Purchasing and Inventory

Reports To

Inventory and Purchasing Manager

Employment

Full-Time

FLSA Status

Non-Exempt

Position Summary

The Inventory Clerk supports the purchasing, receiving, storage, tracking, and distribution of medical, dental, office, facility, and operational supplies for Center for Family Health and Education, a Federally Qualified Health Center (FQHC).

This position maintains accurate inventory records, verifies incoming shipments, monitors stock levels, distributes supplies to clinic departments, and helps prevent shortages, overstocking, loss, and expiration. The Inventory Clerk works closely with the Inventory and Purchasing Manager, Finance, clinic leadership, vendors, and staff to support uninterrupted patient care and efficient business operations.

Essential Duties and Responsibilities

Receiving and Inspection

· Receive, unload, inspect, count, and verify incoming deliveries.

· Compare shipments with purchase orders, packing slips, and other receiving documentation.

· Identify damaged, missing, incorrect, expired, or back-ordered items.

· Document and promptly report shipment discrepancies to the Inventory and Purchasing Manager.

· Record received items accurately in the inventory management system.

· Coordinate returns, replacements, credits, and vendor claims when necessary.

· Maintain receiving records, packing slips, delivery confirmations, and related documentation.

Inventory Control

· Maintain accurate electronic and physical inventory records.

· Stock and catalog supplies in their assigned storage locations.

· Perform routine cycle counts and participate in scheduled physical inventories.

· Reconcile physical counts with inventory-system balances and investigate discrepancies.

· Monitor minimum and maximum stock levels and notify management of replenishment needs.

· Track supply usage and identify potential shortages, excess inventory, or unusual variances.

· Monitor expiration dates and rotate applicable supplies using First-In, First-Out or First-Expire, First-Out practices.

· Assist with inventory adjustments, write-offs, recalls, and obsolete or damaged inventory.

· Support appropriate loss-prevention and inventory-security procedures.

Supply Distribution

· Pick, prepare, and distribute supply orders to clinical and administrative departments.

· Deliver supplies to clinic locations accurately and on schedule.

· Obtain required documentation or acknowledgment when supplies are issued or transferred.

· Coordinate inventory transfers between locations.

· Maintain delivery logs and records of inventory movement.

· Communicate delays, substitutions, shortages, and back orders to affected departments.

Purchasing Support

· Assist with preparing purchase requisitions and supply orders.

· Obtain vendor pricing, product information, and delivery estimates as assigned.

· Compare vendor quotes and communicate relevant information to the Inventory and Purchasing Manager.

· Track open orders and follow up on delayed or incomplete shipments.

· Maintain current vendor contact and product information.

· Assist with matching purchase orders, packing slips, and invoices.

· Refer pricing, quantity, or documentation discrepancies to the appropriate manager or Finance representative.

Storage and Organization

· Maintain clean, safe, organized, and secure inventory and receiving areas.

· Label shelves, bins, and inventory locations clearly and consistently.

· Store products according to manufacturer instructions and organizational requirements.

· Maintain appropriate handling of sterile, clinical, hazardous, temperature-sensitive, or restricted supplies, as applicable.

· Follow infection prevention, workplace safety, and material-handling procedures.

· Assist with emergency and disaster-supply inventories.

Records and Reporting

· Enter inventory receipts, transfers, distributions, adjustments, and counts accurately and promptly.

· Prepare routine inventory, usage, discrepancy, expiration, and stock-status reports.

· Maintain records according to organizational retention requirements.

· Support internal audits, grant reviews, financial reviews, and regulatory inspections.

· Protect confidential organizational, financial, employee, vendor, and patient-related information.

· Recommend improvements to inventory procedures, storage practices, and record accuracy.

General Responsibilities

· Provide professional and responsive service to internal departments and external vendors.

· Participate in required meetings, training, safety activities, and quality-improvement initiatives.

· Comply with Center for Family Health and Education policies and applicable HRSA, FQHC, HIPAA, OSHA, infection-prevention, and workplace-safety requirements.

· Report unsafe conditions, suspected loss, damaged inventory, and compliance concerns promptly.

· Perform other related duties as assigned.

Minimum Qualifications

Education

· High school diploma or equivalent required.

Experience

· One year of experience in inventory control, receiving, warehousing, purchasing, materials management, distribution, or a related function preferred.

· Equivalent combinations of relevant education, training, and experience may be considered.

Preferred Qualifications

· Experience in an FQHC, community health center, medical office, dental clinic, hospital, or other healthcare environment.

· Familiarity with medical, dental, pharmaceutical, laboratory, or office supplies.

· Experience using inventory-management, purchasing, barcode, or enterprise resource planning systems.

· Experience with shipping, receiving, purchase orders, packing slips, and invoice reconciliation.

· Proficiency with Microsoft Excel, Outlook, and Word.

· Valid California driver's license and an acceptable driving record if travel between clinic locations is required.

Knowledge, Skills, and Abilities

· Knowledge of basic inventory-control and receiving practices.

· Strong attention to detail and commitment to accurate recordkeeping.

· Ability to count, reconcile, and analyze inventory information.

· Basic mathematical and spreadsheet skills.

· Ability to recognize damaged, incorrect, expired, or missing products.

· Strong organization and time-management skills.

· Ability to prioritize work and meet deadlines with limited supervision.

· Effective verbal and written communication skills.

· Strong customer-service and problem-solving abilities.

· Ability to work collaboratively with clinical, administrative, Finance, Operations, and vendor personnel.

· Ability to maintain confidentiality and exercise sound judgment.

· Ability to learn medical-supply terminology and organizational inventory procedures.

· Ability to work effectively in a fast-paced, multi-location healthcare environment.

Physical Requirements

· Regularly stand and walk for extended periods.

· Frequently bend, stoop, reach, push, pull, and perform repetitive handling activities.

· Frequently lift and carry supplies weighing up to 25 pounds.

· Occasionally lift or move items weighing up to 50 pounds, with assistance or material-handling equipment when appropriate.

· Operate carts, hand trucks, pallet jacks, and similar equipment safely when trained and authorized.

· Use computers, barcode scanners, phones, printers, and other office or inventory equipment.

· Perform visual inspections and read product labels, item numbers, expiration dates, and receiving documents.

· Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in healthcare clinics, offices, receiving areas, stockrooms, and supply-storage locations. The position involves frequent interaction with employees, vendors, couriers, and delivery personnel.

Travel between clinic locations may be required. The employee may encounter changing temperatures, dust, shipping materials, cleaning products, medical supplies, and other conditions commonly associated with receiving and storage areas.

Core Competencies

· Accountability

· Accuracy and Attention to Detail

· Customer Service

· Dependability

· Integrity and Confidentiality

· Organization and Planning

· Problem Solving

· Safety Awareness

· Teamwork and Collaboration

· Continuous Improvement

Equal Employment Opportunity

Center for Family Health and Education is an Equal Opportunity Employer. Employment decisions are made without regard to any status protected by applicable federal, state, or local law.

Disclaimer

This job description summarizes the position's primary duties and qualifications. It does not restrict management's right to assign, reassign, or modify duties and responsibilities based on organizational needs. Reasonable accommodations may be provided in accordance with applicable law.

\nCompany Description

The Center for Family Health & Education, Inc. (CFHE) is a 501(c)(3) nonprofit Federally Qualified Health Center (FQHC), located in the northeast San Fernando Valley area of Los Angeles. CFHE provides affordable and comprehensive medical care for underserved, uninsured, and underinsured residents of the greater Panorama City area. CFHE has been providing primary health care, mental health care, dental care, and women’s and children health care, as well as transportation services for patients since 2009.