Lead Dental Assistant - Purchasing and Compliance

Three Rivers Endodontics • Full-time • Pittsburgh, Pennsylvania, United States • $28 - $32 / hour • 2m ago

About Us

At Three Rivers Endodontics, we are committed to delivering exceptional, patient-centered care while fostering a supportive and collaborative work environment. With multiple locations throughout the Greater Pittsburgh region, our team of skilled professionals provides advanced endodontic treatment in a compassionate and comfortable setting. We take pride in our strong culture of teamwork, integrity, and continuous growth—where every team member plays a vital role in our success.

Position Overview

The Lead Dental Assistant for Purchasing and Compliance supports both the administrative and clinical operations of Three Rivers Endodontics. This unique hybrid role blends responsibilities in regulatory compliance, supply chain management, and clinical support to ensure the practice remains fully equipped, organized, and compliant with all regulatory standards across all locations. This position works closely with clinical leads, practice leadership, accounting, doctors, and executive leadership.

Job Summary

The Lead Dental Assistant for Purchasing and Compliance is responsible for sourcing and purchasing supplies and equipment, equipment maintenance tracking and coordination, maintaining compliance with HIPAA, OSHA, DEP, and other regulatory agencies, and supporting the clinical team in delivering exceptional patient care. The position also assists with inventory control, vendor management, infection control monitoring, and equipment tracking across all practice locations.

Key Responsibilities

Procurement & Inventory Management

Source, evaluate, and purchase clinical and office supplies, materials, and equipment.
Review purchase requests for accuracy, necessity, and budget compliance.
Monitor and maintain supply inventory levels across multiple office locations.
Establish and maintain par levels to ensure operational readiness.
Negotiate pricing and terms with vendors to achieve cost savings without compromising quality and efficiency.
Maintain vendor relationships, pricing agreements, and purchase records.
Coordinate delivery schedules and verify accuracy of received shipments.
Track purchasing data and analyze supply usage trends.
Monitor expiration dates of clinical materials and ensure timely rotation of supplies.
Assist with supply standardization initiatives across practice locations.
Track equipment purchases, serial numbers, warranties, and service records.

Compliance & Regulatory Coordination

Maintain and update documentation related to HIPAA, OSHA, DEP, infection control, and other regulatory requirements.
Maintain compliance binders and digital compliance documentation.
Assist with periodic compliance audits and infection control walkthroughs.
Monitor sterilization logs, biological spore testing records, and infection control documentation.
Maintain Safety Data Sheet (SDS) documentation.
Track staff CPR certifications, licenses, and required compliance training.
Assist leadership in implementing new compliance policies or initiatives.
Monitor proper sharps disposal protocols and PPE availability.
Maintain incident and safety reporting documentation when applicable.

Document Management

Track staff CPR certifications and set up training, as needed
Maintain Radiation Health and Safety certificates
Ensure office DEP X-ray certificates are maintained and renewed annually
Maintain other documents and certificates as assigned

Vendor & Equipment Coordination

Maintain a vendor contact database and supplier records.
Track vendor contracts, service agreements, and renewal timelines.
Coordinate equipment maintenance, service requests, and repairs when needed.
Assist with equipment inventory tracking and replacement planning.
Communicate with vendors to resolve order discrepancies or service needs.

Clinical Support as Needed (Dental Assistant Duties)

Assist the Endodontist chairside during treatment procedures, ensuring efficiency and patient comfort.
Prepare, sterilize, and organize instruments and materials for patient care.
Take and process dental radiographs and CBCT scans as directed.
Maintain operatory cleanliness and adhere to infection control standards.
Record patient information, medical histories, and treatment notes accurately in Open Dental.
Provide postoperative instructions and patient support as directed by the provider.
Assist with room turnover and clinical workflow during high patient volume.

Qualifications

Dental Assistant experience required
2+ years of experience in procurement, compliance, inventory management, or office administration preferred
Knowledge of OSHA, HIPAA, DEP, and infection control standards preferred
Strong organizational and multitasking skills
Excellent problem-solving and communication abilities
Proficiency in Microsoft Office (Word, Excel, Outlook)
Experience with Open Dental or similar dental practice management software preferred
Ability to work independently while collaborating with multiple departments

Work Environment & Schedule

This position requires occasional travel between all office locations to manage inventory, supply deliveries, equipment, and compliance oversight.
The primary work location will be the Central Support Office in Moon Twp.

Position Impact

The Lead Dental Assistant for Purchasing and Compliance plays an essential role in maintaining the operational integrity of Three Rivers Endodontics by ensuring: