DME Receptionist

State of Maryland • Prince George's, MD

17h

About The Position

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. GRADE 10 LOCATION OF POSITION Department of Aging 11701 Crain Highway Cheltenham, MD 20623 Main Purpose of Job 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 POSITION DUTIES 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.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.
• Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
• 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.
• Excellent organization skills are required
• experience working with email and Microsoft Office including Excel, Word, and other database and software systems.

Nice To Haves

• Six months’ experience in a receptionist role working with customers via telephone, email and walk ins.
• Experience using Microsoft Excel and Word documents/spreadsheets to keep customer orders and records scheduled and filed.

Responsibilities

• 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
• assisting with client equipment donation and distribution
• maintaining schedules of staff and clients
• maintaining records of clients
• ensuring our office provides a welcoming environment for and visitors
• customer service
• coordination of donation and distribution of DME
• phone and online application system management
• maintenance of client records
• staff and client scheduling
• assistance with equipment distribution
• coordination of DME pickup at the warehouse or satellite distribution site
• scheduling and planning of pick-up and drop off at the warehouse and satellite sites
• perform regular appointment reminder phone calls and call checks with clients to assess satisfaction of distributed equipment and potential for other equipment needs
• 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
• 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

Benefits

• Contractual employees who work for an agency and have a current employment contract of 30 or more hours a week (or on average 130 hours per month) will be eligible for subsidized health benefits coverage for themselves and their dependents.
• View rates on the Department of Budget & Management website, State Employees, Health Benefits, Contractual/Variable rates.
• Leave: Paid leave will accrue at a rate of one hour for every 30 hours worked.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED