DME Receptionist; Administrative Specialist

Introduction

The Maryland Department of Aging helps establish Maryland as an attractive location for all older adults through vibrant communities and supportive services that offer the opportunity to live healthy and meaningful lives. Through action, investment, leadership, and reform, the Department will create a society in which all older Marylanders can lead lives that are healthy, financially secure, socially connected, and purposeful throughout their full lifespan.

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Department of Aging

11701 Crain Highway

Cheltenham, MD 20623

The main purpose of this position is phone and email management, planning and coordinating client visits and exchange of equipment, assisting clients and other visitors as they navigate the program in-person and over the phone, ensuring completion and filing of client documents, and assisting with client equipment donation and distribution. This work includes maintaining schedules of staff and clients, maintaining records of clients and ensuring our office provides a welcoming environment for and visitors.

*** This is a contractual position, with limited benefits***

During the term of this Contract, the Employee will perform duties as a Receptionist for the Maryland Department of Aging’s Durable Medical Equipment (DME) Reuse Program, which performs customer service, phone and email management, coordination of donation and distribution of DME, phone and online application system management, maintenance of client records, staff and client scheduling, and assistance with equipment distribution.

Customer service shall include phone management and coordination of the client online application system. This employee shall assist clients by answering questions and guiding patient through drop-off of donated items, assisting clients as they navigate the application process for DME via phone or the online application system, and coordination of DME pickup at the warehouse or satellite distribution site. This shall include scheduling and planning of pick-up and drop off at the warehouse and satellite sites.

This employee shall perform regular appointment reminder phone calls and call checks with clients to assess satisfaction of distributed equipment and potential for other equipment needs. This employee shall ensure our warehouse office provides a welcoming environment for visitors and clients.

Records retention management of the DME including upkeep and filing of client records and inventory management, ensuring all liability waivers and registration documentation is fully completed and filed in the appropriate manner.

Assists with the coordination of program partner sites, including planning equipment donation and distribution between the warehouse, satellite sites, and donor institutions, including planning pickup times and planning donor drives and other special events. This shall include implementing program promotion and marketing through events and an online media presence and maintaining contact and collaborations with non-profit organizations, county agencies, and program partners.

Excellent organization skills are required and experience working with email and Microsoft Office including Excel, Word, and other database and software systems.

All other duties, including, but not limited to the DME Reuse Program and all satellite sites and other duties as assigned.

Education:

Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience:

Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

• 1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
• 2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

Six months of experience in a receptionist role working with customers via telephone, email and walk ins.

Six months of experience using Microsoft Excel and Word documents/spreadsheets to keep customer orders and records scheduled and filed.

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

*** Please note that your answers on the…