Operations Assistant (62495)

The Operations Assistant promotes the delivery of quality services to individuals residing in the Residential Program by scheduling individual medical appointments and ensuring documentation and communication related to appointments is delivered to the appropriate parties timely. The Operations Assistant ensures adequate inventory, efficient delivery and monitoring of supplies in alignment with operational needs and compliance.

DUTIES AND RESPONSIBILITIES:

Medical Appointments:

• Provide transportation to individuals in the Residential program to and from medical appointments in a safe manner. 
• Collect pertinent paperwork, insurance cards, and medical history.  Gain understanding of purpose for medical visit, questions, and points for advocacy prior to the medical appointment. 
• Ensure all paperwork is completed properly during the visit, including appointment forms, physical forms, prescriptions, and referrals.
• Communicate with the nursing team regarding the results of the visit and required follow up activities. 

Program Support:

• Coordinate schedule with Assistant Director to maximize availability to support the needs of the Residential program, including:
  • Transport agency vehicles to and from vendors for routine maintenance.
  • Support the completion of supply pick-ups and deliveries. 
• Participate as a member of the Quality Assurance team to complete monthly physical plant walkthroughs. 

Supplies and Inventory:

• Monitor supply inventory within the Residential homes and order accordingly based on need. 
• Coordinate system for efficient supply delivery which includes a process for delivery confirmation. 
• Manage backup inventory for needed supplies in the home including:
  • Personal hygiene supplies
  • Cleaning supplies
  • Kitchenware and small appliances
  • Bedding and bath supplies
• Manage system for replacement of home essentials including:
  • Towels and washcloths
  • Pillows, blankets and bedding
  • Pots and Pans and cooking equipment
  • Dishes, utensils, and drinking glasses
• Provide oversight and monitoring for online food orders for all homes.
  • Ensure food orders are submitted based on the established schedule for the home.
• Monitor food orders to ensure items purchased meet the requirements established for the home based on individual preferences, dietary needs, and choices.
• Perform other duties as assigned.

Education/Experience/Skills Requirements

• High school diploma or graduate equivalency diploma.
• Two (2) years’ experience in providing operational support to an organization.
• Non-profit human services experience preferred.
• Two (2) years’ experience working with individuals living with multiple disabilities, including a strong understanding of the safety and communication support required for individuals with physical disabilities. 
• Demonstrated knowledge of Pennsylvania Department of Public Welfare 6400 regulations.
• Demonstrated ability to handle and maintain confidential information.
• Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks.
• Demonstrated strong attention to detail.
• Demonstrated ability to work effectively as part of a team.
• Demonstrated strong time management and organizational skills.
• Demonstrated excellent judgment with the ability to independently solve problem and make decisions with little or no need for direct supervision.
• Demonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actions.
• Excellent customer interaction, collaboration, and written and verbal communication skills.
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, SharePoint, and PowerPoint.
• Experience using electronic management/electronic records systems preferred.
• Must be able to perform CPR, First Aid, and crisis intervention using agency-trained protocols.
• Must possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record. 
• Ability to attend meetings off site as necessary.