Administrative Assistant- Ordering

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

• Ability to learn, utilize, and train others on the asset management software.
• Responsible for data entry and registering participants, DME items, and office inventory items into asset management software.
• Orders and/or schedules delivery of medical equipment at PACE centers.
• Works with clinical staff to establish and maintain par levels for clinic supplies at all health centers; orders supplies based on program need.
• Conduct inventory of office and breakroom supplies; replenish accordingly to ensure adequate stock at all times. Places orders through vendors to restock.
• Distributes inventory as requested, tracks and documents the arrival of new hardware and documents the termination of hardware.
• Orders new inventory as needed including desktops, laptops, phones, cell phones and tablets.
• 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.
• Develops reports and spreadsheets as needed.
• Addresses customer service issues promptly in a professional and courteous manner.
• Provides outstanding customer service and communication with internal staff and external stakeholders including participants, caregivers, and contracted vendors.
• Demonstrates strong communications skills.
• May assist with overflow work from other Administrative Assistants, when needed.
• Performs other related duties as required and assigned.

Required Skills & Abilities:

• Ability to maintain confidentiality
• Ability to prioritize tasks
• Proficiency with MS Office Suite or similar software
• Proficiency with Excel; ability to produce graphs and data driven reports
• Dependable and punctual with ability to maintain consistent attendance
• Ability to read, write and comprehend English
• Ability to maintain sound judgement under stress and communicate effectively

Education Requirements

• High School Diploma or Equivalent, Required
• Bachelors, Preferred

Physical Requirements

• Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20-25 lbs on a frequent basis and up to 35- 40 lbs occasionally.
• Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
• 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.
• 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

• 1 to 3 years of office support experience, Preferred
• 1 to 3 years of Medical Office/Clinical Experience, Preferred
• 1 year of experience working with a frail or elderly population, Preferred

License & Certification Requirements

• None

Position Requirements

• Driver's License & access to reliable transportation: community-based travel required

Management Responsibility: No

Time & Attendance Responsibility: No