Medical Supply Unit Administrative Assistant

4 weeks ago


New York, New York, United States City of New York Full time
Job Summary

The City of New York is seeking a highly skilled and detail-oriented Executive Assistant to join the Medical Supply Unit of the Bureau of Logistics. As a key member of the team, you will provide administrative support to the Warehouse Manager and contribute to the efficient operation of the unit.

Key Responsibilities

- Field order entries and verification into the MSU Enterprise Asset Management (EAM) system

- Maintain Material Safety Data Sheets for stored items and used throughout the warehouse

- Answer phones and troubleshoot issues with field units

- Order office supplies and equipment as needed

- Update EAM database with current prices, vendors, and contract information

- Prepare purchase orders, justifications, bids, and necessary documentation for procurement

- Research and maintain latest specifications on all medical and decontamination supplies

- Track all purchase orders and follow up with vendors to ensure prompt receipt of medical supplies

- Prepare reports on budgetary matters and maintain updated information at all times

- Verify and monitor employee payroll records and entries into Citytime

- Update and maintain employee records, files, and warehouse forms

- Liaise with the unit for troubleshooting office equipment (fax, copier, printers, computers)

Requirements

- A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty

- An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience, including one year of administrative supervisory experience

- A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience, including one year of administrative supervisory experience

- Education and/or experience equivalent to the above requirements, with one year of administrative or supervisory experience

About the City of New York

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based on any legally protected status or protected characteristic.

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