Administrative & Equipment Assistant

Administrative and Equipment Assistant – Position Description

The Administrative and Equipment Assistant is responsible for assisting the Executive Director with our programs, fundraisers, projects, and tasks as well as assisting the Equipment Manager with all incoming and outgoing Durable Medical Equipment (DME) for our Loan Closet and all Personal Care Items (PCI). All work done by the employee in this position shall be necessary to help Disability Services Resource Center (DSRC) consistently focus on achievement of its mission. This employee reports to DSRC’s Executive Director and Equipment Manager (hereafter referred to as supervisors). This is a Monday-Thursday, 9 a.m.-4 p.m. position with a few additional hours possible as requested by the Executive Director to assist with weekend fundraisers or programs.

General Duties, Required Knowledge, Skills, and Abilities

1.    Perform basic clerical functions including, but not limited to, assisting the DSRC team with answering a multi-line phone system in a professional manner, assisting callers, and guests, routing calls appropriately or personally handle, taking down information as directed and disseminate it to appropriate staff person.

2.    Successfully operate office equipment such as personal computers and related hardware/software, copiers, scanners, and the fax machine.

3.    Professionally greet customers, staff, and volunteers and provide them with items needed per DSRC procedures.

4.    Ability to read, write legibly, speak clearly, hear, and listen effectively, as well as following both oral and written instructions from the supervisors.

5.    Keep staff fully informed and communicate about all programs or projects being worked on and any other time-sensitive needs of the position.

6.    Notify the appropriate supervisor if there are any issues with the building, equipment, etc. that need additional attention or assistance.

7.    Make routine decisions in accordance with policies and procedures and seek approval from the appropriate supervisor if uncertain.

8.    Due to the nature of the work, while we do our best to provide a safe environment, injuries may happen. Report these to the on-duty lead supervisor immediately.

9.    Work collaboratively with staff to carry out programs, projects, and tasks as assigned by the supervisors.

10. Have a valid driver’s license.

Administrative Assistant Duties:

1.    Organize information, file, shred, help with mailings, and write thank you notes for memorials and general donations as directed.

2.    Computer tasks, such as maintaining the contact database, flyer creation, etc. which are typically done on MS Office programs and the internet.

3.    Make routine decisions in accordance with policies and procedures.

4.    Recordkeeping and project management as requested by the Executive Director.

5.    Assist staff with proofreading documents, fact-finding for grant opportunities, programs, and fundraising events.

6.    Assist staff with creation of timely wording for Facebook posts, the outdoor sign, and website.

Equipment Assistant Duties in Coordination with the Equipment Manager:

1.  Record incoming/outgoing prescriptions for DME according to DSRC procedures.

2.  Thoroughly clean, repair, record, and inventory all DME and PCI that comes in and goes out according to DSRC procedures.

3.  Move, organize, and store DME and PCI, keep the right amount of inventory and remove irreparable, unsafe, and excess items per DSRC procedures.

4.  Notify the Executive Director when power mobility items are received to schedule them for inspection.

5.  Enter DME and PCI inventory and user information into the database and check items in and out.

6.  Maintain accurate files for ramp applications and work with the Executive Director to ensure our records are complete and communicate with the homeowners and staff as needed (much of this will be done by other office staff instead of this position, but some items may be asked of this position).

Work Environment and Physical Demands

While performing the duties of this job, the employee is required to sit, stand, talk, hear, and walk for long periods of time. The employee is frequently required to read typed and or handwritten material. The employee is frequently required to reach forward with hands and arms. The employee is frequently required to reach above the head. The employee must frequently lift and or move, push, or pull up 50 pounds. The work performed frequently requires exposure to computers, monitors, and whatever they emit as well as cleaning supplies, and power equipment. The work performed frequently requires repetitious hand, arm, or finger motions as well as manual/finger dexterity. The work performed may require the driving of a van, assisting staff, volunteers, building of accessible ramps, and doing minimal yard work. The work performed also requires the ability to climb stairs.

Administrative and Equipment Assistant – Position Description Created February 2022 - Updated October 2024