"Office Specialist"

Job Summary

This is work of a specialized nature involving the processing of supplies and instruments for distribution. Work involves inspecting, packaging, storing, and maintaining dental instruments. Accountable for the accuracy of billing, monitoring and tracking lost and broken instruments/equipment. Assists with the implementation of a system of inventory control and periodic inventory of dental instruments and equipment. Work is performed under limited supervision and is reviewed by observation of results obtained.

Responsibilities

The duties include, but are not limited to:

• QUALITY CONTROL: Ensure quality control on all Central Instrument/Equipment products. Process all damaged equipment and ensure high quality control through preventive maintenance and inspection protocols. Responsible for maintenance and repair of all equipment within the department. Responsible for the disbursement of all instruments and equipment purchased. Repair and provide preventive maintenance for instruments and hand pieces. Relabel, tape, barcode and dot instruments, cassettes and equipment as needed.
• DEPARTMENT LIAISON: Function as the liaison with dental departments in the creation and maintenance of dental equipment cassettes. Communicate with these units in regard to these changes and ensure that patient care is unhindered during this process. Ensure proper instruments are supplied within each cassette. Inspect, prepare, package and distribute dental instruments. Responsible for the replacement of missing or broken instruments within cassettes.
• SECURITY & INVENTORY: Maintain the security for inventory and dispensary modules within the patient management system. Assist with maintenance and ensure the integrity of these master files. Assist with the management of the database function needed to develop, maintain and evaluate the instrument inventory. Create reports documenting inventory.
• COORDINATION OF PURCHASES: Assist with the coordination of the purchase of supplies, dental materials and instruments required for daily operation. Maintain accurate records of all instruments sent back to vendor for repair, replacement or credit. Responsible for the billing for lost instruments to provider. Ensure accuracy of billing. Maintain accurate records of lost instruments by clinics and/or providers. Maintain the integrity of the database.
• AXIUM/INVENTORY CONTROL: Operate Axium computer system for inventory control. To create labels for instruments, to check in and out instruments, to maintain forms. Create or replace bar code labels and maintain records of all instruments and warranty information.
• STERILIZATION/OTHER DUTIES: Assist in Central Sterilization as needed. Other related duties as assigned by Central Sterilization and Instrument Control Manager or Director of Clinical Operations.

Required Qualifications

Associate's degree from an accredited college or university in a related field. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of three years progressively responsible office support experience.

Preferred Qualifications

Associate's degree from an accredited college or university or with two years of experience in a dental setting. Knowledge of AxiUm software.

Knowledge, Skills, & Abilities

• KNOWLEDGE: Knowledge of dental instruments and modern office equipment.
• SKILLS: Strong organizational skills. Computer skills (Word, Excel, Access). Excellent verbal/written communication and interpersonal skills. Detail-oriented with strong organizational, prioritization and multi-tasking skills.
• ABILITIES: Must be flexible and able to exercise sound judgment. Ability to maintain confidentiality and work independently. Proficient in Microsoft Office and other computer software/databases. Ability to learn Axium. Manual dexterity and memory are critical to this function. Ability to prioritize each day's work to ensure all deadlines are met. Must be able to accurately assess the malfunction of equipment and determine if item can be repaired in-house, by manufacturer or disposed of. Diplomatically enforce dental instrument inventory policy compliance throughout entire DCG - including staff, students, residents and faculty.

Shift/Salary/Benefits

Shift: Days/M-F. Pay Band: B3. Salary Minimum: $16.54/hour. Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position. Recruitment Period: Until Filled. Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

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