"Office Specialist"

Job Summary

The Office Specialist plays a vital role in assisting Georgia War Veterans Nursing Home (GWVNH) to effectively mitigate a number of financial risks and ensure compliance with various Augusta University, GWVNH, and Department of Veterans Service Policies. The Office Specialist is responsible for: receiving all incoming supplies and equipment orders, serving as a liaison to vendors, receiving resident's personal belongings, and inventory control. This includes working with Administration, Social Work, Nursing, HIMS, Maintenance, Environmental Services, and Resident Families regarding resident inventory on a regular basis. The Office Specialist is responsible for effective, thorough communication with all Department Heads regarding equipment and inventory. The Office Specialist also provides back-up for the other Business Services positions. The position includes manual labor and lifting of boxes in addition to receiving, reconciling, and managing all documentation related to receipt of goods and disposition of resident's belongings/inventory at time of discharge/death. The work includes performance of general storeroom activities including receiving, storing, issuing, and delivering of supplies throughout facility and off-site.

Responsibilities

The duties include, but are not limited to:

• SUPPLY AND EQUIPMENT ORDERS: Receives all incoming supplies and equipment orders; checks condition and for possible discrepancies; stores/distributes items; prepares receiving documents indicating quality, quantity, and description. Loading/Unloading of incoming/outgoing materials and supplies and equipment. Check delivery receipts with purchase orders; records items received. Delivers supplies/equipment throughout facility and off-site.
• ASSIST WITH NEWSLETTER: Assists with the design, creation, edits and publishing of the monthly newsletter as needed.
• RESIDENT BELONGINGS: Receives (packing/loading/unloading) residents personal belongings; completes inventory paperwork and files appropriately; maintains orderly location of stored items; pulls/packages/updates paperwork accordingly for items requested from inventory.
• COVERAGE OF OTHER POSITIONS: Serves as back up to Office Assistant and other Business Office positions as required; including, but not limited to, regular coverage of: Reception duties, Copying/Filing, Parking Decals, Expense Spreadsheet(s)/Tracking.
• RESIDENT INVENTORY: Completes resident inventory at the time of discharge; stores belongings in resident storage; maintains inventory of resident storage.
• MAINTAINING EQUIPMENT: Labels all incoming equipment with proper identification numbers; Maintains items descriptions and corresponding location; Prepares paperwork for salvage or transfer of equipment; Works with IT, Administrative Assistant, Director of Maintenance, vendors, and other AU parties as needed regarding equipment throughout facility. Take items to salvage/storage as needed.
• TRAINING OF STAFF: Responsible for training of Business Office staff in all aspects of the duties performed by Office Specialist including receiving and inventory; monitors performance during training.
• OTHER DUTIES: Perform all other job-related duties as assigned. Assists Director of Business Services with assigned projects and other duties as assigned. Serves as backup for other Business Office positions as needed.

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 of progressively responsible office support experience.

Preferred Qualifications

Graduation from an accredited college or university with a Bachelor's degree in Secretarial Science or Business Administration; supplemented by excellent written and verbal communication skills; five to six years administrative experience allowing for progressive responsibilities in a medical/dental office setting. Experiences should include working for multi-providers in a health care setting.

Preferred Experience

Previous experience in accounting, bookkeeping, or accounts receivable position. Strong personal initiative, organizational abilities, flexibility, and the ability to work independently.

Knowledge, Skills, & Abilities

KNOWLEDGE

• Proficient in Microsoft Office and other computer software/databases including Word, Excel, Publisher and Adobe
• Basic knowledge of arithmetic, telephone, and office etiquette
• Knowledge to seek advice and supervision when required

SKILLS

• Excellent interpersonal, written and verbal communication skills
• Strong organizational and prioritization skills

ABILITIES

• Ability to maintain confidentiality
• Ability to work in a physically demanding position and lift 50Ibs
• Ability to prepare financial and other records in a systematic, neat, and legible manner
• Ability to make independent decisions when circumstances warrant such actions
• ability to work with ill, disabled, elderly, emotionally upset, and hostile people at all times within the facility

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. In conjunction with an offer of employment, selected candidate(s) will be required to successfully complete Augusta University's Criminal Background Check process. In addition, candidates selected for any position within Georgia War Veteran's Nursing Home (GWVNH) will be required to successfully complete the Georgia Long-term Care (GCHEXS) Background Check process. For specific positions, selected candidate(s) may also be required to successfully complete supplementary pre-employment onboarding requirements such as: a physical, drug screening and/or credit check. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Credit Check

This position will require the acquisition of a P-Card and/or handle cash, credit or other sensitive information and will require a satisfactory Consumer Credit check as a condition of employment.

Driver's License Statement

The Human Resources Division will request a driver's history report for the identified top candidate(s) for this position. We will initiate this through our Background Check Vendor; this report will come from the Department of Motor Vehicles. The selected candidate must have a valid driver's license.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.