Administrative Assistant - Clinic Admin (full-time)

Grant Memorial Hospital; Petersburg (WV); On-site; USD 35,000 - 52,000; Full time

Job summary

GMH Grant Memorial Hospital in Petersburg, WV is seeking an administrative professional to support department leadership and coordinate a range of office procedures. Responsibilities include budget reconciliation, payroll coordination, scheduling, and maintaining policies, as well as handling communications, travel arrangements, and office supply management.

Candidates should have a high school diploma and relevant experience or secretarial training; proficiency in Microsoft Office and Excel is

Qualifications

• High school diploma or equivalent is required.
• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.
• Proficiency with Microsoft Office products, including Excel, is needed.

Responsibilities

• Assists in coordinating activities involved in department correspondence and communications.
• Reconciles monthly budget with analysis reports and manages related financial paperwork (AP, purchase orders, quotes).
• Updates Policies & Procedures annually and maintains departmental information.
• Provides support to employees with forms and information updates.
• Screens and refers incoming calls and visitors to ensure timely, accurate communications.

Skills

Typing 35 wpm

Microsoft Office

Excel

Education

High school diploma or equivalent

Job description

Performs a wide range of administrative duties and coordinates a variety of complex office procedures in support of the department(s) and leadership.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• High school diploma or equivalent.

Experience

• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• Assists in coordinating activities involved in the preparation of department correspondence to facilitate on-going communications and efficient departmental operations in an accurate, neat, and timely manner as assigned.
• Reconciles monthly budget with monthly analysis report and responsibility statements; updates cost center budget tallies; sends invoices to AP for payment; completion of purchase orders and requisitions; securing quotes for capital budget; completion of expense forms and sending to AP; and completing credit card statements and sending to Accounting.
• Updates Policies & Procedures annually, along with all departmental information for each area..
• Provides support to employee with forms and information updates.
• Screens and refers incoming phone calls and department visitors to ensure that accurate and timely department communications is facilitated and that the unit is presented in a positive manner.
• Prepares, maintains and processes proper levels of office supply inventory.
• Maintains the schedule for the conference rooms, scheduling staff and committee meetings, conference calls, webex needs, etc. Notifies all parties of the time and place and prepares agendas and minutes as needed. Prepares monthly calendar and/or maintains appointment calendars, documenting accurate times and contacting appropriate individuals.
• Functions as Payroll representative for the department. Coordinates all payroll and leave reports of department staff to expedite accurate and timely processing.
• Schedules travel arrangements.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift, push or pull 10-15 pound.
• Ability to sit for long periods of time.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standard office environment.

Skills And Abilities

• Ability to type at least 35 wpm.
• Understanding of Microsoft Office Products, Excel, and other systems are need.

Additional Job Description

Scheduled Weekly Hours:

40

Shift

Day (United States of America)

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

GMH Grant Memorial Hospital

Cost Center

8680 GMH Clinic Administration

Address

117 Hospital Drive
Petersburg
West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.