Administrative Assistant, Emergency Medical Services - Full Time

Mercy Health Corporation; Rockford (IL); On-site; USD 21,000 - 32,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Life Insurance

Disability Insurance

FSA/HSA Options

Paid time off

Parental leave

Tuition reimbursement

Certification reimbursement

Well-being programs

Employee discounts

On-Demand Pay

Job summary

Mercyhealth is seeking an Administrative Assistant to support the executive director and management staff in organizing and communicating information. The role acts as the access point for administrative services, handling scheduling, invoicing, and billing tasks.

The position requires a high school diploma and at least three years of secretarial experience, with strong interpersonal and organizational skills. It is a full-time, dayshift role based in Rockford, IL.

Qualifications

• High school diploma or equivalent.
• Three years of experience and/or training in secretarial field, or equivalent combination of education and experience.
• Excellent interpersonal and organizational skills.

Responsibilities

• Schedules appointments, meetings and events for Executive Director and staff.
• Coordinates partner/agency functions as requested.
• Secures meeting room reservations for all staff.
• Answers director’s phone; screens and directs calls.
• Transcribes and proofs correspondence; creates forms, spreadsheets, memos, agendas, reports and notices.
• Orders office supplies and stocks shelves with building supplies.
• Maintains logs and files; supports special projects.
• Attends meetings and takes minutes; distributes final reports.
• Processes invoices via portal; codes and pays invoices.
• Handles requisition processing via PMM system.
• Assists with payroll and billing tasks; maintains billing records.
• Records and tracks agency equipment disbursement to partners.
• Orders printed materials; manages cell phone records.
• Assists with annual budget planning.

Skills

Interpersonal/communication

Organizational skills

Education

High school diploma or equivalent

Secretarial experience or training

Tools

PMM system

Invoice portal

Job description

OVERVIEW

The Administrative Assistant will assist the executive director and management staff in the organization and communication of information. They serve as the contact person for access to administrative staff functions.

Schedule

Monday-Friday, 40 hours/week

Shift

Days

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Schedules appointments, meetings, seminars and other functions for Executive Director and all agency staff.
• Coordinates various partner/agency functions as requested.
• Secures all meeting room reservations for all staff.
• Answers telephone for director if necessary, screens and directs calls appropriately.
• Transcribes, types and proofs correspondence, creates agency forms, creates agency spreadsheets, memos, agendas, reports, policies and notices, etc.
• Orders office supplies. Orders and stocks shelves with building supplies.
• Creates, organizes and maintains proper logs and files.
• Provides administrative support for all special projects.
• Attends meetings and participates on committees as directed taking meeting minutes, and sending out final reports.
• Completes all processes of invoice coding, processing and payment of invoices using the portal system.
• Completes all requisition processing for requested items using the PMM system.
• Crossover and assist with billing services with duties consistent with Patient Accounts Specialist including: Responsible for skilled staff payroll, entering services for billing, verification and authorization of insurance, maintaining billing records, entering payments and follow-up of correspondence in the absents of other team member. Assist with maintaining spread sheet to ensure authorization is obtained for all services rendered for commercial, Medicaid Managed, and Medicare Managed cases. Other billing tasks as needed.
• Completes all processing of invoices for patient supplies.
• Assist with recording, tracking, and updating all aspects of agency equipment disbursement to partners.
• Ordering of all printed materials.
• Tracking, recording, activating, and suspending all agency field staff cell phones.
• Assist with annual budget planning process.

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent.

Three years of experience and/or training in secretarial field, or equivalent combination of education and experience.

OTHER SKILLS AND ABILITIES

Excellent interpersonal/communication skills. Good organizational skills.

LEVEL OF SUPERVISION

Some independent judgment is required, but alternatives are limited by standard practices and procedures.

PAY RANGE

$15.60 - $23.40

Mercyhealth is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability, or protected veteran status.

Mercyhealth offers competitive pay and a comprehensive benefits package including:

• Medical, Dental, Vision
• Life & Disability Insurance
• FSA/HSA Options
• Generous, accruing paid time off
• Paid Parental and caregiver leave
• Career advancement and educational opportunities
• Tuition and certification reimbursement
• Certification Reimbursement
• Well-being Programs
• Employee Discounts
• On-Demand Pay
• Financial Education
• Annual recognition/awards events
• Partner appreciation days
• Family entertainment/attractions discount
• Community service/improvement opportunities

At Mercyhealth, we don't simply hire people, we empower employee-partners who are passionate about making lives better. As an integrated health system, we deliver exceptional, coordinated across seven hospitals, 85 primary and specialty clinics, and a team of over 7,500 professionals serving northern Illinois and southern Wisconsin.

Mercyhealth has been nationally recognized for our commitment to our people and culture, including:

• #1 in the nation on AARP's Best Employers for Workers Over 50
• One of Working Mother magazine's 100 Best Companies for Working Mothers
• A Top 50 Company and Top 10 Nonprofit for Executive Women