Administrative Aide - Material Management Services

Cook County Health

Full-time

Hospitals

About the position

The Administrative Aide position within the Material Management Services department is designed to support various activities related to the management of materials, supplies, and equipment in a healthcare environment. Under direct supervision, the Administrative Aide will engage in tasks that include storing and issuing materials, taking inventories, maintaining stock records, and assisting with special projects. This role is crucial for ensuring that the materials management processes run smoothly and efficiently, contributing to the overall operational effectiveness of the healthcare facility. In this position, the Administrative Aide will perform a variety of clerical duties, which are essential for maintaining accurate records and facilitating communication within the department. Responsibilities include keeping the Open/Closed Purchase Order File up to date, managing Proof of Delivery documents, and overseeing Warehouse Transfers and Storeroom Orders. The aide will also be responsible for inputting data into the inventory control system, updating stock status transactions, and querying the system to obtain the most recent inventory data. The role requires effective communication skills, as the Administrative Aide will answer telephones, provide general information, and refer inquiries to the appropriate personnel. Additionally, the aide will unpack items received by the stores, post all received goods, and conduct periodic inventory counts to ensure that stock levels are maintained appropriately. Maintaining cleanliness and orderliness in the storerooms and dock areas is also a key responsibility, ensuring a safe and efficient working environment. Overall, the Administrative Aide plays a vital role in supporting the Material Management Services department by performing essential tasks that contribute to the effective management of healthcare supplies and materials.

Responsibilities

• Assists with various work activities of Materiel Management.
• Performs general clerical duties.
• Maintains and keeps current the Open/Closed Purchase Order File, Proof of Delivery, Warehouse Transfer, Storeroom Order, and other files.
• Inputs data into inventory control stock status transaction update and queries stock status system to obtain most recent inventory data.
• Answers telephones and provides general information; refers questions to appropriate personnel; communicates to supervisor and co-workers any pertinent supply or any other information.
• Unpacks items to be received by stores, using manual cutters.
• Posts all received goods (receiving reports, invoices, and stock requisitions).
• Inventories stock supplies in the storeroom or warehouse and prepares inventory reports.
• Inventories stock on assigned wards that are on the par-stock system to determine supply needs. Prepares and files storeroom requisitions and warehouse transfers.
• Makes spot checks of perpetual inventory and actual inventory.
• Assists with periodic inventory counts.
• Keeps the storerooms and dock areas clean and orderly at all times by sweeping the area and moving all cartons and boxes only.
• Performs office services job as the need arises and others when required by the supervisor.

Requirements

• High School graduate or GED.
• Demonstrate attention to detail, accuracy and precision.
• Ability to communicate effectively and follow oral and written instructions.
• Ability to safely operate a variety of storeroom/warehouse equipment such as lifts and hand carts.
• Ability to maintain written storekeeping and inventory records as warranted by particular situations.
• Ability to apply basic mathematical skills to maintain inventories.
• This position requires various types of physical exertion including, but not limited to lifting, pulling, pushing, and moving objects of moderate to heavy weight.

Nice-to-haves

• Prior healthcare storeroom and/or supply distribution experience.