Administrative Assistant / Medical Supply Specialist (Inpatient Services)

Job Responsibilities

Are you passionate about making a real difference in people's lives? 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. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

• 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 durablemedical 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).

Minimum and Additional 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,

Preferred Qualifications

• Bilingual abilities in English and Spanish (or another language) are a plus.

Additional Comments

Post hire, employees must:

• 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.

he Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 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)

• Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.