Central Supply/ Medical Records Clerk - Seashore Gardens

The Simon & Sylvia Zisman Seashore Gardens Living Center is an independent, nonprofit home for the aged in Galloway, NJ. We offer a continuum of services from assisted living to short- and long-term nursing care, Alzheimer’s care, respite care and rehabilitation all under one roof. Guided by Jewish tradition, and dedicated to enriching elder lives, we have proudly served our community for more than 100 years.

We are seeking a Part-Time Recreation Leader: 2 days a week. Ideal candidate will have prior experience with the elderly population performing recreational activities in a nursing home environment.

Job Description:

Ddministrative Functions:

1 Plan, develop, organize, implement, evaluate and direct procurement programs and activities. (Includes departmental policies and procedures, job descriptions, etc.)

2 Develop and maintain procurement objectives and standards.

3 Review procurement policies, procedures, manuals, job descriptions, etc., at least annually, and participate in making recommended changes.

4 Interview sales representatives and select vendors/suppliers in accordance with established policies and procedures.

5 Ensure all purchase orders are properly prepared, signed and submitted as required.

6 Ensure all telephone orders are confirmed with a written purchase order.

7 Perform all necessary administrative requirements such as completing necessary forms, reports, etc., and submitting to the administrator as required.

8 Prepare and submit invitations to bid for major equipment. Recommend best bids to the administrator.

9 Maintain current records that reflect facility expenditures including cost, inventory, etc.

10 Review/negotiate contracts for outside services as necessary.

11 Monitor procurement practices for compliance with established policies and procedures at least annually.

12 Prepare correspondence and claims concerning damaged merchandise, errors in shipment, etc., and return to vendor as required.

13 Review complaints and grievances and make necessary oral/written reports to the administrator.

14 Assist in developing methods for determining quality and quantity of supplies and equipment purchased.

15 Make written and oral reports/recommendations to the administrator concerning procurement procedures.

16 Assist in standardizing the methods in which work will be accomplished.

17 Ensure correct/complete invoices are forwarded to business/accounting office for payment.

18 Fill requisitions, as approved, and file in accordance with established policies and procedures.

19 Maintain a reference library of written material, laws, procurement manuals, etc., necessary for complying with current standards and regulations, and that will provide assistance in purchasing quality supplies and equipment.

20 Assume the authority, responsibility and accountability of Purchasing Director.

21 Assist in developing and monitoring adequate inventory control procedures.

22 Participate in research and demonstrate new products/equipment for the facility as approved.

23 Organize/supervise storage, control and issue of supplies and equipment in accordance with established policies and procedures.

24 Check invoices, purchase orders, packing slips, etc., with incoming merchandise.

25 Ensure inventory is updated, as required, when receiving/issuing supplies and equipment.

26 Ensure storage instructions are complied with on merchandise received.

27 Organize storage and catalog location of supplies and equipment for efficient handling and preventing deterioration.

28 Inventory all incoming food, supplies and equipment.

29 Ensure proper storage of supplies and equipment as necessary in the facility.

30 Ensure the highest quality product for the lowest price is procured by bulk purchasing, comparative pricing, etc.

31 Represent the facility at and participate in meetings as required.

32 Ensure various departments are properly charged with supplies and equipment they have received for cost allocation purposes.

33 Ensure that vendors provide appropriate material safety data sheets (MSDSs) in accordance with current OSHA regulations and the facility's policies and procedures. Report problem areas to the administrator.

34 Complete daily rounds of the facility and make recommendations as necessary to administration.

35 Utilizes systems applications with personnel computer as necessary.

36 Participates in inspections

37 Others as deemed necessary and appropriate, or as may be directed by the administrator.

Equipment and Supply Functions:

1 Review and approve requisitions from departments for routine supplies and equipment in accordance with established policies and procedures.

2 Obtain approval for purchasing major equipment in accordance with established policies and procedures.

3 Order sufficient quantities of common items/supplies to maintain adequate stock levels at all times.

4 Assure that a stock level of food, supplies, equipment, etc., are maintained at adequate levels at all times.

5 Recommend to the administrator the equipment and supply needs of the department.

6 Assure that necessary equipment and supplies are maintained to perform authorized duties/services.

Must have experiece with purchasing.