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 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.

Requirements:

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