Central Supply/Scheduling Clerk

Description

HIGHLAND CLARKSBURG HOSPITAL

JOB DESCRIPTION

CENTRAL SCHEDULING AND SUPPLY CLERK

JOB SUMMARY:

Provides specialized clerical assistance to the clinical units and clinical administrative team.  Assists in the preparation and communication of employee work schedules.  Helps to maintain and record time and attendance records of clinical staff.Assists with preparing work schedules for employees for units assigned and maintains time and attendance records for the same.  Provides specialized clerical assistance to the clinical administrative team. Assists with maintaining purchasing functions.  Reports to Director of Nursing.

ESSENTIAL FUNCTIONS:

1. Processes employee time records for assigned units and interfaces with payroll to ensure employees are paid timely and correctly.
2. Maintains employee work schedules and attendance records for assigned units. 
3. I
4. Maintains employee work schedules and attendance records for assigned units.  Enters data into the computer system and prepares/forwards reports such as bi-monthly and monthly schedules to the units.
5. Collects on a daily basis assignment sheets, and maintains accurate records of the same.
6. Makes necessary phone calls to staff on or off shifts according to policy.
7. Calls staff to remind them of required and mandatory meetings, schedules staff accordingly so that all staff can participate.
8. Maintains records for requests for time off, overtime, attendance and staff called off.
9. Performs daily checks to unit schedules to ensure adequate staffing.
10. Produces various reports as directed.
11. Serves as researcher of documents as needed for nursing audits, investigations, and other situations that may arise.

Completes all tasks timely, accurately and with strict confidentiality for both patient and employee data.

1. Assists with all departmental purchasing needs including making suggestions on purchasing decisions and conducting research for best quality and price.
2. Performs Central Supply and Purchasing duties to support hospital services (large purchase ordering, managing par levels, etc.)
3. Keep records on the use or damage of stock or stock-handling equipment.
4. Prepare purchase orders and send copies to suppliers and to departments originating requests.
5. Respond to customer and supplier inquiries about order status, changes, or cancellations.
6. Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
7. Review requisition orders to verify accuracy, terminology, and specifications.
8. Assists in various central supplyaudits and preparation of special reports as necessary.
9. Determine proper storage methods, identification, and stock location based on turnover, environmental factors, and physical capabilities of facilities.
10. Serves as recorder of minutes for various meetings as assigned.
11. Sits on committees as assigned.
12. Prepares and completes in services as assigned.
13. Organizes and maintains files.

ADDITIONAL RESPONSIBILITIES:

1. Abides by and is a role model for policy and procedures of the hospital.
2. Complies with staff development requirements.
3. Assists accounting with verification of purchasing paperwork from packing slip validity to Purchase Order Approvals.
4. Assists in various audits and preparation of any special reports that may be necessary.

1. Other duties as assigned.

Qualifications

Education and Experience:

High school diploma or equivalent.

Experience in hospital staffing preferred.

Relevant experience in materials management and supply management is preferred.

Language Skills:

Ability to read and interpret instructions, documents and follow procedures.

Ability to write routine reports using proper grammar and spelling.

Ability to speak effectively and use good telephone etiquette.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of variables as needed.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or

schedule form.

Certificates, Licenses, Registration:

Valid WV Driver’s license is required

Other Skills or Abilities:

Ability to use computer, working knowledge of windows and other applications, keyboard, mouse, copier

Ability to be punctual and have neat appearance.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects.  The employee frequently is required to stand, walk and reach with hands and arms.  The employee is occasionally required to sit, climb or balance, stoop, kneel or crouch, and smell.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.