Storekeeper Senior

Title: Storekeeper Senior

State Role Title: Store & Warehouse Specialist III

Hiring Range: $48,000 - $52,000

Pay Band: 3

Agency: Virginia Department of Health

Location: VDH-Central Office

Agency Website: www.vdh.virginia.com

Recruitment Type: General Public - G

Job Duties

The Division of Pharmacy Services is within the Office of Epidemiology and supports the Department of Health in its public health mission by the provision of pharmaceuticals, vaccines, and pharmaceutical services to programs with partnerships within VDH and external entities.

This position assists pharmacy management in ensuring adequate supplies of The Division of Pharmacy Services is within the Office of Epidemiology and supports the Department of Health in its public health mission by the provision of pharmaceuticals, vaccines, and pharmaceutical services to programs with partnerships within VDH and external entities.

This position assists pharmacy management in ensuring adequate supplies of pharmaceuticals and medical supplies are available for local health districts and agency programs in support of the VDH mission to protect the health and promote the well-being of all people in Virginia. Responsible for the ordering of inventory from multiple contracts (340B and non-340B, MMCAP, state contracts, SWaM, mandatory sources) for the pharmacy by identifying appropriate vendors and account numbers while placing orders following state and agency procurement guidelines. Maintains records which includes the initiation of the daily purchases, accounting of paperwork, coding of invoices, maintaining paper and electronic records and logs. Manages inventory by conducting counts, placing orders, receiving, and stocking shelves. Utilizes reporting tools and systems provided by vendors as well as compares pricing against group purchasing organizations to ensure correct invoicing. Tracks delayed orders and resolves problems immediately in accordance with state and vendor guidance. Assists pharmacy management in the acquisition of difficult to obtain items and manages back ordered product logs and procedures. Creates and maintains documented procedures on pharmacy procurement and trains pharmacy personnel to complete procurement processes during staffing shortages. Maintains vendor files and purchasing documentation in a readily retrievable manner. Retains manufacturer transactional data in accordance with the Drug Supply Chain Security Act (DSCSA) for all pharmaceuticals received. Ability to assist in other areas of the pharmacy as needed.

Assures accuracy in all respects of process while supervising the receipt, storage, and shipment of all supplies, including forms, for VDH. Duties may include supervision of storekeeping/warehouse staff, receiving, storing, pulling, packing, loading and shipping to all VDH work units. Inventories, verifies receipts and records daily, prepares and publicizes purchase orders, solicits, reviews, verifies and compares bids/price quotes to purchase goods, supervises receiving, warehousing and issuing of supplies. May serve as security and custodian for the facility by ensuring facility is locked and machinery turned off.

Job Duties:

A. Performance Management (for employees who supervise others)
• Serves in a managerial/supervisory capacity and conducts performance management activities for staff
• Establishes and reviews work assignments and priorities, and resolves related issues, in conjunction with program management and Human Resource staff
• Ensures relevant training and workplace safety for staff and conducts appropriate performance monitoring and appraisals

B. Inventory Management
• Maintains sufficient stock; orders supplies; monitors inventory of supplies and replenishes as necessary
• Maintains inventory control records according to policy and procedure
• Keeps track of turnover items on hand and recommends increases or decreases of stock as appropriate; consults with management over potential changes to inventory maintenance levels
• Receives and issues supplies and equipment; reviews orders and verifies appropriate quantities/items; contacts requestor to resolve any issues
• Maintains vendor information
• Restocks shelves to ensure adequate supplies/materials are on hand and delivers items as requested
• Performs inventories of assets/equipment/supplies as required; resolves inventory discrepancies and provides accurate final report
• Performs routine and ad-hoc reporting and analyses
• Determines and disposes of items by periodically evaluating surplus according to State policies and procedures

C. Filling Orders & Shipping
• Fills and ships orders, including those which require special handling, and ensures the proper monitoring and packaging
• May assist with filling bulk orders
• Provides oversight of shipment receiving, distribution, and courier services

D. Procurement
• Supports the intent of Executive Order 20 (2014) and the goals of the Agency Procurement Plan when making vendor-sourcing decisions for goods and services
• Uses established procedures to obtain price solicitations to determine qualified vendors; documents all contracts
• May create agency purchase orders and contracts for procurement of goods and services; examines purchase requisitions for completeness and accuracy
• Secures bids on requisitions or processes them for purchase; prepares bid invitations and recommends approvals
• Ensures local purchase items are ordered, delivered, and/or picked up in a timely manner
• Verifies that deliveries match orders, ensures correct charge coding, returns damaged items and follows up on incomplete deliveries

E. Facilities & Fiscal Support
• May provide coordination and oversight for building maintenance and housekeeping; develops, maintains, and reviews checklists of routine housekeeping/maintenance requirements; maintains a log of requests for service
• Performs competitive bidding and evaluation of custodial and repair services, as well as renovation/improvement projects
• Submits routine work order requests for service and/or maintenance
• Monitors building security and safety issues; provides guidance regarding safety and security; maintains knowledge of policies and procedures for building security and safety
• Maintains work areas in an organized and professional manner
• May oversee fleet management/maintenance and maintain/process required documentation
• May process payments, gather expenditure data, and reconcile statements according to policy and procedure; record to appropriate accounts; follow up on discrepancies and prepare reports
• Provides internal services such as mail distribution and pick-up to requested sites, as needed

The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.

Minimum Qualifications

• Knowledge of pharmacy procurement operations and storage guidelines; state procurement policies, and the federal Drug Supply Chain Security Act (DSCSA).
• Ability to work independently with minimal supervision; prioritize job responsibilities.
• Inventory management; place orders and maintain adequate inventory levels; use database to enter and analyze pricing and shipping information; track orders; interact with a wide variety of customers, vendors and clients; resolve problems.
• Prepare and file procurement documentation; perform tasks in a responsible, accurate and detailed oriented manner.
• Strong computer (i.e., Word, Excel) skills and communication skills (oral and written).
• Licensure as a Pharmacy Technician in the Commonwealth of Virginia is required.

Additional Considerations

• Experience with State Funds and Federal Grant Funds
• Experience with Group Purchasing Organizations
• Experience in providing training and creating training procedures
• Experience negotiating with vendors

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.
It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.
If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.
HRP: The following is automatically applied by PageUp; DO NOT ADD TO POSTING
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Curt Crostic

Phone: NO PHONE CALLS

Email: curt.crostic@vdh.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.