Administrative Assistant / Medical Supply Specialist (Inpatient Services)

State of South Carolina • Richland County, SC

1d • Onsite

About The Position

Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking an Administrative Assistant / Medical Supply Specialist who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health Crafts-Farrow, 7901FarrowRd, Columbia, SC 29203. As the Administrative Assistant, working under general supervision of the Program Coordinator II, the Medical Supply Specialist performs complex administrative and operational support duties to ensure the efficient procurement and management of medical supplies and equipment at the Crafts-Farrow and CM Tucker campuses. This position independently manages the requisitioning process for purchase orders and payment transactions for medical supplies, ensuring accuracy, timeliness, and compliance with state procurement policies and procedures. The employee is responsible for ordering both stocked and non-stocked medical supplies and equipment using the state credit card and the SCEIS system.

Requirements

• A high school diploma and work experience that is directly related to the area of employment.
• A bachelor's degree may be substituted for the related work experience.
• Five (5) years of responsible clerical and medical administrative experience or bachelor’s degree and one (1) year of administrative experience.
• Ability to lift up to 20 lbs.
• Must be self-motivated and professional with a strong aptitude for learning and embracing new challenges.
• Possess excellent computer skills and work effectively and collaboratively with others to achieve organizational goals.
• Comprehensive knowledge of SCEIS (South Carolia Enterprise Information System) and its applications in healthcare or state agency operations.
• Strong communication skills with the ability to convey complex information clearly and effectively to interdisciplinary teams.

Nice To Haves

• Bilingual abilities in English and Spanish (or another language) are a plus.
• Be able to pass mandatory training and other required competencies.
• Be able to direct and support nursing personnel in implement appropriate medical equipment usage and care protocols.
• Be able to provide clinical guidance and medical recommendation regarding equipment and patient care needs to Inpatient nursing staff.

Responsibilities

• Administer the full life-cycle management of medical equipment across Craft-Farrow, and Tucker campuses, including procurement, installation, inventory control, maintenance coordination, lease management, and replacement planning.
• Maintain comprehensive inventory records of equipment type, location, condition, warranty status, and service history to ensure accountability and regulatory compliance.
• Coordinate preventive maintenance and repairs to maintain safety standards and operational readiness.
• Oversee equipment rentals and lease agreements, monitoring vendor performance, contract compliance, and renewal timelines.
• Facilitate installation of new and loaner equipment, coordinating vendor delivery, setup, and staff training.
• Manage medical service and maintenance contracts, tracking terms, payments, and expiration dates.
• Initiate and manage purchase requisitions and shopping carts in SAP; tracks purchase orders and resolves discrepancies.
• Review and reconcile invoices to ensure accuracy of extended costs, freight charges, and applicable sales tax at time of purchase.
• Verify receipt of goods and services and ensure timely processing of payments for medical equipment, maintenance, leases, specialist care, and durable medical equipment (DME).
• Maintain itemized vendor invoices and packing slips to support internal and external audit requirements.
• Research and procure medical products and specialty non-stock items (e.g., needles, specialty bandaging, safety apparatuses) to ensure uninterrupted clinical operations.
• Serve as liaison between medical staff, vendors, procurement, and finance to ensure efficient and compliant medical operations.
• Function as backup Chronos Time Administrator.
• Serve as a member of the Safety and Compliance Committee, supporting adherence to institutional policies and regulatory standards.
• Act as Key Manager for Materials Management Building 34, overseeing distribution, security, tracking, and retrieval of facility keys.
• Maintain required competencies through completion of mandatory training (e.g.) MAPS, MANDT, SCEIS).

Benefits

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices
• State Retirement Plan ( SCRS )
• State Optional Retirement Program ( State ORP )

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED