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 duties include but are not limited to: coordinating, completing and/or processing all nursing home purchasing requests into computer based purchasing system, maintaining purchasing logs and reports, maintaining accurate department files, balancing and reconciling donated funds account, purchasing card (P-card) compliance and reconciliation, compiles various reports/correspondence/forms, and other duties as assigned. 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 the effective, thorough communication with all Department Heads regarding equipment, inventory, and P-Card compliance. The Office Specialist also provides back-up for the other Business Services positions.

Responsibilities

The duties include, but are not limited:

PURCHASING:

Coordinating, completing, and processing all nursing home purchasing requests into PeopleSoft and HealtheShop in accordance with policy and procedures, comparing with previous approved documentation and prioritizing incoming requests. Includes all necessary information on documents and brings to the attention of the Director of Business Services any delinquent information. Receives all incoming supplies and equipment orders; checks condition and for possible discrepancies; stores/distributes items; prepares receiving documents indicating quality, quantity, and description.

Serves as liaison to vendors, purchasing department, and accounts payable.

P-CARD:

P-Card Reconciler: Reviews bank statements for accuracy; works with cardholders for receipts, paperwork, and signatures; coordinates sign off with Director of Business Services and Executive Director; and allocates all P-card purchases, etc. in Works.

ASSISTS DIRECTOR OF BUSINESS SERVICES:

Assists Director of Business Services with assigned projects and other duties as assigned. Serves as back up for other Business Office positions and perform other related duties as assigned.

TRAINING:

Responsible for training Business Office staff in all aspects of the duties performed in processing purchasing requests and P-card transactions, monitors performance during training.

Cross-trained and serves as back up to Office Specialist and other Business Office positions as required; including but not limited to regular coverage of reception duties, copying and filing, parking decals and hang tags, expense spreadsheet(s) and tracking, resident accounts, and resident billing.

MONTHLY NEWSLETTER:

Assists with the design, creation, editing and publishing of the monthly newsletter as needed

DEPARTMENT FILES:

Maintains departmental files by sorting, filing materials alphabetically, numerically, and chronologically by department.

OFFICE SUPPLIES:

Monitors and orders business office supplies as needed.

OTHER:

Perform other related duties as assigned.

Required Qualifications

Associate 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

Associate degree from an accredited college or university

Preferred Experience

Five or more years of experience

Knowledge, Skills, & Abilities

KNOWLEDGE
Proficient in Microsoft Office and other computer software/databases

SKILLS
Previous experience in accounting, bookkeeping, or accounts payable position
Excellent interpersonal, verbal, and written communication skills
Strong organizational skills

ABILITIES
Ability to maintain confidentiality and protect the privacy of residents and staff
Ability to multi-task and knowledge of modern office equipment
Strong personal initiative, flexibility and ability to work independently

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: 02/13/2026 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!