Inventory Clerk/Medical Secretary

The inventory clerk will ensure all inventory supplies are ordered, sufficient stock is on hand and all inventory is maintained, stocked and organized in accordance with state & federal regulations. Observe professional standards of practice and facility policies & procedures while ensuring resident safety. Reports to the Director of Nursing but may receive direction from other administration staff.

Reports to the Director of Nursing
Class: Union


  • Regular and predictable attendance is required
  • Perform and oversee supply check in at time of delivery and verify goods received against the purchase orders. Dates, times and vendors of supply deliveries can change
  • When checking supplies, ensure orders are correct, process shipping errors and/or return damage merchandise
  • Put supplies away in general supply room, break boxes down and take out the garbage
  • Check inventory and distribute nursing supplies to all avenue clean utility rooms
  • Stock juice cups and med pass pudding to all avenue kitchens
  • Check supply levels for disinfectant and sanitizers in all whirlpool tubs and notify the DON if inadequate
  • Ensures all supplies are stored according to state and federal regulations
  • Responsible to deliver supplies to all avenues on Monday, Wednesday and Friday or as necessary
  • Stock over the counter medications in clinic and deliver to the avenues as requested by nurses
  • Place orders for supplies to vendors on appropriate days via computer
  • Continuously evaluate inventory levels and monitor supply levels. Work with DON to analyze supply usage and determine target inventory levels
  • Be sure vendors provide SDS sheets for all new nursing products in accordance with OSHA and forward to administrator
  • Rotate stock utilizing first in first out and check for expired supplies and OTC medications
  • Maintain storeroom in neat, orderly and safe condition
  • Clean used equipment bag and store properly in storeroom
  • Check oxygen room for proper storage of oxygen tanks to ensure tanks are properly stored at all times while also separating full from empty tanks
  • Escort oxygen provider to the oxygen room
  • Participate with oxygen inventory as directed
  • Communicate with Med B provider and order those items that are covered
  • Assure all purchase orders and invoices are forwarded to accounts payable in a timely manner
  • Provide relief for nursing scheduler or as directed
  • Helps in main dining room serving lunch
  • Complete required Relias training as assigned and on time
  • Other duties as assigned
  • Handle equipment and supplies in a safe manner.
  • Report any unsafe conditions to the appropriate supervisory staff
  • Become fully informed of the Wanderguard System used for resident safety.
  • Report any injuries incurred by residents to the unit nurse immediately.
  • Follow established policies and procedures, including appropriate dress, etc.
  • Respond to fire, accident and disasters as instructed and trained.
  • Follow established infection control procedures when isolation precautions become necessary.


  • Must have a high school diploma or equivalent and be a minimum of 18 years of age.


  • Must be able to read, write, speak and understand the English language.
  • Must possess the ability to make independent decisions when circumstances warrant such action.
  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
  • Must be able to work harmoniously with other facility staff.
  • Must possess patience, tact, cheerful disposition and enthusiasm.
  • Must be able to relate information concerning order status, product information and/or needs, etc.

Ability to:

  • (With or without the aid of mechanical devices)
  • Must be able to move intermittently throughout the day.
  • Must be able to cope with the mental and emotional stress of the position.
  • Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so the requirements of the positions can be met.
  • Must function independently and have flexibility, personal integrity and the ability to work effectively with residents, personnel, volunteers and support services.
  • Must be in good general health and demonstrate emotional stability.
  • Must be able to relate and work with ill, disabled, elderly, emotionally upset and hostile people within the facility.
  • Must be able to assist in the evacuation of residents.

This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible. Incumbent was given an opportunity to ask questions and feedback was received. Understand that, even if you do not sign this form, your continuing to work for the County of Will means that you are subject to the terms of this document and you must continue to abide by it.

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