Description:
Job Summary
Reporting to the Vice President of Operations, the Administrative Assistant- Ordering provides administrative support and takes a primary role in coordinating administrative logistics relative to Durable Medical Equipment (DME) and supplies and assets within the organization. Responsible for ordering a variety of items to support the participants and the organization including but not limited to life alerts, medical and office supplies, and DME. Performs a variety of duties and uses discretion to maintain confidentiality when handling sensitive information. Must be adaptable, responsive, and flexible in responding to a variety of requests, and able to maintain positive working relationships with internal and external contacts.
Duties/Responsibilities
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Ability to learn, utilize, and train others on the asset management software.
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Responsible for data entry and registering participants, DME items, and office inventory items into asset management software.
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Orders and/or schedules delivery of medical equipment at PACE centers.
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Works with clinical staff to establish and maintain par levels for clinic supplies at all health centers; orders supplies based on program need.
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Conduct inventory of office and breakroom supplies; replenish accordingly to ensure adequate stock at all times. Places orders through vendors to restock.
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Distributes inventory as requested, tracks and documents the arrival of new hardware and documents the termination of hardware.
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Orders new inventory as needed including desktops, laptops, phones, cell phones and tablets.
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Assists to manage agency wide inventories related to furniture and other related properties/equipment. Utilizes asset management software to track location, condition, etc of each item and ensures they are properly tagged.
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Develops reports and spreadsheets as needed.
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Addresses customer service issues promptly in a professional and courteous manner.
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Provides outstanding customer service and communication with internal staff and external stakeholders including participants, caregivers, and contracted vendors.
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Demonstrates strong communications skills.
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May assist with overflow work from other Administrative Assistants, when needed.
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Performs other related duties as required and assigned.
Requirements:
Required Skills & Abilities:
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Ability to maintain confidentiality
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Ability to prioritize tasks
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Proficiency with MS Office Suite or similar software
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Proficiency with Excel; ability to produce graphs and data driven reports
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Dependable and punctual with ability to maintain consistent attendance
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Ability to read, write and comprehend English
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Ability to maintain sound judgement under stress and communicate effectively
Education Requirements
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High School Diploma or Equivalent, Required
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Bachelors, Preferred
Physical Requirements
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Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
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Must be able to lift up to 20-25 lbs on a frequent basis and up to 35- 40 lbs occasionally.
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Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
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Must be able to push, load, and unload a cart containing packages; stacked boxes will be no higher than neck level; push length is approximately 250’ per trip.
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Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.
Experience
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1 to 3 years of office support experience, Preferred
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1 to 3 years of Medical Office/Clinical Experience, Preferred
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1 year of experience working with a frail or elderly population, Preferred
License & Certification Requirements
Position Requirements
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Driver's License & access to reliable transportation: community-based travel required
Management Responsibility: No
Time & Attendance Responsibility: No
