Operations Specialist I

Performs moderately complex (journey level) preparation work with pharmaceuticals and medical supplies in the Pharmacy Unit warehouse. Work includes performing pharmaceutical stock keeping, delivery, technical assistance duties to involve compiling and tabulating data, checking documents for accuracy, and preparing vaccines or medications for credit or destruction. Performs advanced stock and inventory work in the central pharmacy warehouse. Retrieves orders from the PIMS system or other electronic pharmacy program and prints the pick list. Work involves the handling and processing of medication, biologicals, and medical supplies for distribution to Regional and local public health locations and community pharmacies participating in the DSHS HIV drug program. Files, produces word-processing documents, and package drugs for shipments to Class D pharmacies. Performs complex pharmaceutical tasks by assisting in repackaging, labeling and quality assurance functions under the direct supervision of a Registered Pharmacist. Serves on the shipping and receiving Process Improvement Team. Reports to Warehouse Team Lead. Works under moderate supervision with latitude for the use of initiative and independent judgement. Responsible for assisting with the distribution of preparedness medication and supplies as needed within or outside of normal working hours. Performs related work as assigned. Works under minimal supervision with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
EJF 1 Receives written and automated drug orders for Health Service Regions (HSR), Local Health Departments (LHD), clinics and private providers of state purchased vaccines and biologicals for processing that have the approval from Division Director or authorized personnel. Retrieves orders from the Pharmacy Unit’s Pharmacy Inventory and Management System (PIMS). Fills, and packs, HIV vaccines, biologicals, and medical supplies to over 2000 clinics and locations statewide every month. Includes packing of dry and wet ice to insure proper temperature while in transit. Filling orders includes lot number, expiration dates on each HIV, and Immunization orders. Select shipping modality and prints packing slip to go into the shipment. If the order needs a different lot number assigned to it or has a discrepancy, then it is returned to the Inventory personnel with a comment explain why the order is being returned. Responsible for basic pharmaceutical calculations. Receives 2500 HIV Medications orders monthly (over 100 received daily) to pick from inventory, pack and ship to the HIV participating Pharmacies. Work involves checking Pharmacy personnel’s orders to ensure the correct drug and quantity are pulled from inventory. Initials all orders as checker and /or as picker and dates the order. Determines method of shipment (Fed Ex, UPS, Bus, Air, Central Freight). Prepares shipping labels, bus bills or air bills. Coordinates pick up of Fed Ex shipments with DSHS mailroom, air freight with appropriate company, deliver bus shipments to bus station, and make routine and emergency delivers to bus station and airp0ort. Maintains list of contact persons for field offices. Contacts field personnel via courier tracking system and/or telephone after refrigerated shipment is made and again to see if shipment is received. 40%
EJF 2. Receives and stocks HIV vaccines, biologicals, HIV medication and medical supplies. Checks quantities received against invoices for discrepancies. Documents lot numbers, expiration date and verifies quantities receive on TB and STD orders received. Any discrepancy is documents and given to the inventory personnel. 20%
EJF 3. Maintains inventory of vaccines and biologicals on computer database. Conducts physical inventory of pharmaceuticals periodically. Provides physical inventory report to the Pharmacists and Inventory Control Personnel for verification in PIMS. Analyzes weekly inventory reports and offers stock level recommendation to the senior and consultant pharmacists to submit to the Pharmacy Unit’s Program Specialist for replenishments. 15%
EJF 4. Communicates with the HIV Medication Program via email or phone concerning discrepancies either made by the program the pharmacy requesting the order or by the shipping department. Verifies the information which includes pulling the order and checking the product name, quantity, who filled and check the order before it was shipped. Also, checks UPS for tracking information to verify receipt of medications. Implements correcting of the order as needed. 10%
EJF 5. Serves on the shipping and receiving Process Improvement Team. Types shipping labels, files HIV labels and provides special reports to the Inventory Coordinator, Pharmacists and/or managers. Performs repackaging functions such as breaking bulk-size containers of drugs into optimum size-of-use containers under the direct supervision of a pharmacist. Enters the orders into the computer and determines that the information such as generic name, expiration date, and lot number are properly recorded on the label. Prints the labels and places them on the vials. Other duties or projects as assigned. 10%
EJF 6. Available to pack emergency orders after hours and deliver to common carrier for emergency shipping. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. 5%

Knowledge Skills Abilities:
Knowledge of medical and pharmaceutical terminology.
Knowledge of state and federal laws related to pharmaceutical operations.
Knowledge of word processing (Microsoft Word).
Knowledge of computer literacy.
Knowledge of business English grammar, punctuation, and spelling.
Knowledge of administrative policies and procedures.
Knowledge of personnel policies involving employee leave.
Knowledge of mathematics.
Knowledge of Repackaging and labeling equipment.
Skill in operating repackaging equipment and labeling equipment.
Skill in proper telephone etiquette.
Skill in mathematics and pharmaceutical calculations.
Skill in utilizing a calculator.
Skill in filing.
Skills in the use of Excel, Microsoft Word and Microsoft Outlook software.
Skills in typing/word processing.
Skills in proofreading and editing and filing.
Ability to prepare prescriptions and to inventory supplies.
Ability to learn new techniques (adapt to change).
Ability to communicate effectively, organize and prioritize.
Ability to work in a team environment.
Ability to comprehend and implement written and oral instructions.
Ability to move and lift up to 50 lbs.
Ability to understand and interpret pertinent policies and procedures.
Ability to analyze and solve work problems independently and/or work with other to improve operations.
Ability to work independently, in a team environment and on schedule.
Ability to learn computer system.
Ability to comprehend and implement written and oral instructions.
Ability to coordinate, manage and prioritize a large and diverse number of activities with a high degree of accuracy.
Ability to evaluate administrative procedures and suggest and implement improvements.
Ability to establish and maintain effective working relations with supervisory personnel, co-workers and the public.

Registration or Licensure Requirements:
Must have a current Texas Driver’s License.

Initial Selection Criteria:
Experience working with pharmaceuticals and operating pharmaceutical equipment preferred
Experience with inventory and stock control record keeping preferred
Experience with use of computers and Microsoft Office suite software preferred
Experience working in a team environment preferred
Experience with office and warehousing methods, practices, and procedures.

Additional Information:
n/a

MOS Code:
0431, 92Y, 2S0x1, SK 2829