"Office Specialist"

Office Specialist

Job ID: 294744

Location: Augusta University

Full/Part Time: Full Time

About Us

Augusta University is Georgia's innovation center for education and health care... Our mission and values make Augusta University an institution like no other.

College/Department Information

Located conveniently in Augusta's downtown medical community, Georgia War Veterans Nursing Home provides continuous professional nursing care to veterans of Georgia who have served in the armed forces during war times. The home is owned and funded by the Georgia Department of Veterans Service and operated through an interagency agreement with Augusta University.

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: Perform other job 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

Shift/Salary/Benefits

Salary: Minimum: $16.54/hour