ADMINISTRATIVE OFFICER

State of careers Rhode Island • Benton Township, PA

1d

About The Position

In addition to the general administrative duties of the Administrative Officer, this position serves as the Central Supply Manager for the Rhode Island State Psychiatric Hospital (RISPH) and is responsible for overseeing all aspects of supply chain and materials management. Responsibilities include contract administration and vendor management; inventory control, tracking, and analysis to ensure accuracy, adequate stock levels, and cost efficiency; ordering, receiving, storage, and distribution of supplies and equipment; and monitoring contract compliance and performance in accordance with state purchasing regulations and Joint Commission standards. The position is responsible for implementing and overseeing a computerized inventory control system; maintaining and correcting item master data, stock numbers, and locations; resolving inventory discrepancies; and coordinating with the Purchasing Department regarding new items, changes, and inventory counts. This role ensures adherence to approved budgets, analyzes usage trends to support forecasting and budgeting, establishes milestones and performance goals, and develops recommendations to improve efficiency, cost containment, and operational continuity. The position may also perform and oversee general maintenance and organization of central supply areas and perform related duties as assigned. GENERAL STATEMENT OF DUTIES: To assist the head of a department, agency or division by relieving such superior of complex administrative duties and responsibilities that are directly related to the primary function of the agency and purpose of the work of said superior; and to do related work as required.

Requirements

• A working knowledge of the principles and practices of public administration
• a working knowledge of the principles and practices of modern office management and the ability to apply this knowledge in supervising and coordinating the work of a staff engaged in performing administrative supporting services
• the ability to prepare reports and findings, conclusions, and recommendations
• the ability to write and deliver speeches to groups
• related capacities and abilities
• graduation from a college of recognized standing
• employment as a staff assistant to an agency head or as a technician in a staff service of a large organization involved in making administrative studies and analyses
• ability to lift, push, pull, and carry supplies and materials weighing up to 25 pounds or more

Nice To Haves

• Certified Materials & Resources Professional (CMRP)
• experience with inventory management and control systems
• familiarity with the Office of State Purchases (OSP) and state procurement processes
• strong verbal and written communication skills
• excellent interpersonal skills and attention to detail
• thorough understanding of inventory policies and procedures
• proficiency with Microsoft Office Suite
• Valid Rhode Island Driver's License

Responsibilities

• contract administration and vendor management
• inventory control, tracking, and analysis to ensure accuracy, adequate stock levels, and cost efficiency
• ordering, receiving, storage, and distribution of supplies and equipment
• monitoring contract compliance and performance in accordance with state purchasing regulations and Joint Commission standards
• implementing and overseeing a computerized inventory control system
• maintaining and correcting item master data, stock numbers, and locations
• resolving inventory discrepancies
• coordinating with the Purchasing Department regarding new items, changes, and inventory counts
• ensuring adherence to approved budgets
• analyzing usage trends to support forecasting and budgeting
• establishing milestones and performance goals
• developing recommendations to improve efficiency, cost containment, and operational continuity
• performing and overseeing general maintenance and organization of central supply areas
• assisting the head of a department, agency or division by relieving such superior of complex administrative duties and responsibilities that are directly related to the primary function of the agency and purpose of the work of said superior
• studying and analyzing operational procedures and prepare detailed and comprehensive reports of findings and recommendations
• working with the Division of Methods, Research and Office Services on method studies and to implement changes approved by the agency head
• performing varied public relations duties such as preparing news releases and writing and delivering speeches, and meeting with community groups to explain agency programs and engender public interest and participation
• assisting a superior by performing administrative tasks and research in preparation of the agency’s annual budget
• supervising the performance of the work of a staff engaged in providing administrative supporting services including personnel, budget, fiscal and supply
• coordinating the flow of work among the various units within the agency and; to assign or reassign space, equipment, supplies and personnel as necessary, to expedite the flow of work
• handling important and routine correspondence
• related work as required

Benefits

• For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
• Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees