Administrative Assistant
Business Office

The Administrative Assistant will:

• 
  Receive telephone calls for the department.
• Answer heavy volume of phone calls identifying themselves, the department and politely obtaining a summary for the call.
• Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
• Review voice mails left overnight.
• Assist Management with departmental budget procedures.
• Obtain invoices, create vouchers and makes request for necessary signatures.
• Send signed requests to Accounts Payable with necessary documentation.
• Keep copies of all transactions organized in accordance with department policy.
• Work closely with vendors and Accounts Payable to ensure monthly invoices are paid timely.
• Open, screen, sort, and distribute Department's incoming/outgoing mail.
• In accordance with established department procedures, within an approved time frame.
• Coordinate office operations and procedures to ensure efficiency and quality.
• Serve as liaison between Department and support departments including Office Services, Facilities, Communications, and IT/Helpdesk.
• Coordinate with Health Information Management.
• Request and distribution of patient medical records.
• Responsible for document retention (internal and storage facility) and destruction in accordance with State and Federal guidelines.
• Schedule meetings, conferences, and appointments for staff and management in accordance with established department procedures.
• File and maintain records for the Department as indicated by established procedures.
• Coordinate all aspects of the patient and insurance refund processes.
• Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer/label makers/etc).

Requirements:

• 
  Ability to type, edit, and proof business correspondence and prepare reports.
• Three (3) years related secretarial work experience including arranging meetings and conferences. Excellent interpersonal skills.
• Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
• Generally sedentary work but may require standing and walking.

Grade 116