Central Supply & Scheduler

Purpose of Your Job Position

The primary purpose of your position is to ensure that the Facility maintains adequate supplies, equipment, and staffing levels to support quality resident care. This includes coordinating the ordering, storage, and distribution of supplies, as well as scheduling nursing staff in accordance with census, budget, and facility policy.

Delegation of Authority

As Central Supply & Scheduler, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Duties and Responsibilities

Administrative Functions

• Maintain accurate supply inventory, par levels, and ensure timely ordering and delivery of needed items.
• Confirm all telephone orders with written purchase orders; prepare, sign, and submit per procurement policy.
• Check invoices, purchase orders, and packing slips against incoming merchandise.
• Organize supply storage areas for efficient handling and to prevent deterioration.
• Track departmental supply usage to ensure appropriate cost allocation and prevent waste.
• Collaborate with nursing staff to ensure residents receive necessary supplies and equipment at admission/readmission.
• Maintain up-to-date staff phone lists and tardy/absentee calendars.
• Complete and post daily/weekly/monthly staffing schedules to ensure coverage across shifts.
• Coordinate with DON and HR regarding modified duty schedules and staffing variances.
• Assist employees with completion of timecards, leave requests, and schedule inquiries.
• Answer employee calls regarding staffing or scheduling issues.
• Prepare written and oral reports to Administration/DON concerning procurement, supply utilization, and staffing issues.
• Adhere to HIPAA and confidentiality policies at all times.

Personnel Functions

• Assist in interviewing CNAs/GNAs, when requested.
• Verify licensure/certifications for new hires and maintain updated records for nursing staff.
• Support new hire orientation by providing schedules, timecards, and training coordination.
• Document tardiness/absenteeism for performance appraisals.

Committee/QA Functions

• Participate in Quality Assurance activities to monitor cost controls, staff coverage, and supply management.
• Prepare reports for DON/committees regarding staffing levels, labor issues, or supply utilization.
• Implement recommendations from facility committees as directed.

Safety & Sanitation

• Follow established safety procedures when handling supplies/equipment.
• Maintain storage areas in safe, clean, and orderly condition.
• Report all accidents, incidents, equipment malfunctions, or hazardous conditions promptly.
• Ensure MSDS sheets are available and staff follow proper labeling procedures.
• Support infection control standards when distributing supplies and equipment.

Working Conditions

• Works in assigned facility areas including storage, supply, nursing stations, and resident care areas.
• Interacts with residents, staff, visitors, vendors, and outside agencies under varying conditions.
• May be required to work weekends, holidays, or assume other duties as assigned.

Education

• High school diploma or GED required.
• Associate’s Degree preferred, but not required.

Experience

• Working knowledge of medical terminology and supply management preferred.
• Experience with scheduling systems and staffing coordination a plus.
• On-the-job training provided.

Specific Requirements

• Ability to read, write, speak, and understand English.
• Strong organizational and computer skills.
• Ability to make independent decisions in a timely manner.
• Knowledge of supply practices, scheduling methods, and cost control measures.
• Willingness to seek out new methods and incorporate them into practice.

Physical and Sensory Requirements (With or Without Reasonable Accommodation)

• Ability to move intermittently throughout the workday.
• Must be able to see and hear, or use prosthetics that enable these senses.
• Must be able to lift 5 to 45 pounds periodically.
• Must meet facility health requirements, including medical/physical exams as necessary.