Lead Materials Management Assistant

Position Summary

The Crisis Center of Tampa Bay brings help, hope and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The Lead Materials Management Assistant is responsible for assisting with materials logistics for TransCare. This position reports to the Operations Manager and, in his or her absence, the Senior Director of TransCare Operations.

Strategic/Transformational Duties and Responsibilities

• Provides leadership and guidance to the Materials Management Assistant personnel and material and logistics for TransCare, which is essential for the success of TransCare and other services of the Crisis Center of Tampa Bay.
• Responsible for establishing processes and procedures that result in the timely deployment of TransCare vehicles by ensuring the proper stocking of equipment and supplies necessary to operate within state and local regulations. Also, to oversee the asset tracking and inventory control programs and process. This position directly assists TransCare with the ability to serve the public efficiently and properly.
• Participates in the performance quality improvement (PQI) process and uses data to improve services and outcomes.

Transactional/Administrative Duties and Responsibilities

• Oversee materials management and purchasing to ensure all vehicles and equipment meet inventory requirements and are maintained in compliance with local, state, and federal regulations, including County and State licensing requirements.
• Manage hazardous materials, including oxygen and biohazardous waste, and ensure proper disposal.
• Prepare and equip vehicles for timely deployment, including receiving, stocking, and monitoring inventory. Making purchasing recommendations and handling deliveries and related projects.
• Ensure all electronic equipment is fully charged and operational, while monitoring for misuse or damage and report to the Operations Manager.
• Maintain a safe and clean work environment inside and outside the facility, including general housekeeping duties within the materials department.
• Ensure compliance with all company policies, procedures, and applicable laws (e.g., SOPs, environmental audits, unit reviews, HIPAA, OSHA).
• Assist in the supervision of the Materials Management Assistant(s) and support positive working relationships with staff, vendors, and stakeholders.
• Monitor and operate within the annual budget, particularly regarding supply and uniform expenses; responsible for ordering uniforms and durable medical equipment.
• Support and implement the philosophies, objectives, policies, and practices of TransCare and the Crisis Center of Tampa Bay.
• Complete back-office duties related to inventory and asset management.
• Attend continuing education, training, and required departmental/company meetings to stay updated on materials operations.
• Perform additional duties as required to meet department and organizational objectives.

Required Competencies

• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication - Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) - Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively.
• Adaptability - Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast-paced environment. Is reliable, dependable and results oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Problem Solving - Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.
• Judgment - Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity - Demonstrates respect for individual differences and establishing a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Self-Management – Takes responsibility for one’s behavior and well-being; Works effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast-paced environment and needs minimal supervision; Exhibits a professional demeanor.

Education and Experience

• High School diploma or General Education Degree (GED).
• Three (3) years experience in purchasing, logistics and transportation services.
• Valid and Current Driver’s License with the ability to drive a Company vehicle for business use.

Knowledge, Skills and Abilities

• Knowledge of inventory management.
• Knowledge of ordering and receiving equipment and supplies.
• Knowledge of all local, state, and federal laws compliance (i.e., local, state and county regulations, HIPAA, and OSHA).
• Possesses effective communication and human relations skills.
• Skilled in problem-solving, with strong analytical, numerical, and reasoning abilities.
• Knowledge and compliance with Crisis Center policies and procedures, with the ability to explain through communication with staff.
• Microsoft Office experience is required with the ability to demonstrate computer skills in Word, Excel, and Outlook. Experience with Computer Aided Dispatch software and electronic Patient Care Reporting is preferred.
• Thrives in a dynamic, fast-paced environment and is able to work on various projects simultaneously, requiring strong organizational and time management skills.
• Ability to remain objective and discrete and exercise common sense at all times.

Physical Demands/Working Conditions

Physical Requirement: Must have the ability to lift and carry up to 50 lbs. Employee must be able to see, sit, climb or balance, hear, use hands, smell, stoop, kneel, crouch, crawl, stand, walk, talk, and reach with hands and arms.

Working Conditions: Duties are performed primarily in an office setting while working outside to stock/maintain vehicles. On occasion will require traveling for fleet movement and could be exposed to changing weather. The noise level is moderate.

Travel: Occasional local travel.

Hours: Monday-Friday. Hours may fluctuate to accommodate business needs. TransCare is open 365 days a year 24-hours a day. Employee may be required to work some holidays, evenings, and/or weekends. Employee may be re-called to duty in the event of a declared disaster or emergency.

This job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give a general sense of the responsibilities and expectations of this position. As the nature of business demands change so, too, may the essential functions of this position.

CCTB is committed to a policy of equal employment opportunity and affirmative action for our applicants and employees. It is our policy to apply recruiting, hiring, training, promotion, compensation, and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability or certain classifications based on genetic information, marital status, or any other characteristic protected by federal, state, or local laws, regulations or ordinances.