Administrative Assistant (TRH)

Beacon Health System; Three Rivers (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

Beacon Health System in Michigan is seeking an experienced administrative professional to support financial operations. You will balance designated bank accounts, manage accounts payable, and coordinate special projects for the CFO.

Key duties include preparing letters, memos, forms and spreadsheets; reviewing expense reports; maintaining records; and providing timely information to leadership while safeguarding patient privacy and regulatory compliance.

Qualifications

• HS diploma or equivalent with two years post-secondary in business/secretarial fields
• Minimum five years progressive secretarial experience
• Proficiency in data entry, word processing and spreadsheets
• Ability to type 40–50 wpm with high accuracy
• Strong written and verbal communication; confidentiality

Responsibilities

• Balance designated bank accounts and manage accounts payable.
• Prepare letters, memos, forms, spreadsheets and presentations.
• Review expense reports and monitor capital expenditures.
• Process invoices, issue payments, and reconcile bank statements.
• Compile daily cash reports and maintain filing systems.
• Coordinate meetings and maintain records; assist with special projects.

Skills

Data entry

Word processing

Spreadsheets

Typing 40–50 wpm

Reading & writing

Office equipment

Communication

Interpersonal skills

Math skills

HIPAA compliance

Education

Two years post-secondary education in business/secretarial

Five years progressive secretarial experience

Tools

Meditech

Job description

Reports to the CFO. Performs a variety of administrative duties including balancing of designated bank accounts; responsible for accounts payable; coordinates special projects.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs a Variety Of Administrative Duties By

• Preparing and monitoring purchase orders and equipment needs, providing justification for new equipment and supply purchases and distributing supplies to associates.
• Establishing, modifying and maintaining record keeping systems; classifying, sorting and filing records and correspondence materials.
• Preparing letters and memos, forms, spreadsheets and presentations as requested.
• Reviewing and verifying expense reports and records, investigating variances and monitoring capital expenditures and reimbursements.
• Filing, copying, typing, coordinating meetings and distributing mail.
• Processing work orders, requesting repairs or services from other departments to ensure maintenance of equipment and services.
• Reconcile previous day's receipts. Record accounts receivable and miscellaneous cash receipts into a journal to be used in reconciling month end. Pull online payments from Authorize.net to give to front desk for posting to patient accounts. Verify daily A/R against Meditech daily journal summary (BAR) checking for errors.
• Pull daily ACH transactions from bank, a copy is given to appropriate billers for posting.
• Compile and email a daily cash report to CEO and CFO.
• Code and verify invoices and check requests for appropriate vendor and general ledger account.
• Input invoices and check requests into the Meditech system posting to the appropriate time period.
• Give invoices/check requests to CEO for approval.
• Run a scheduled payment report for CFO approval prior to issuing checks.
• Issue vendor payments matching check copies to invoices, mail and file.
• Run aged payable report to verify against all open invoices monthly.
• Run accounts payable detailed trial balance and period end open invoices report after all payables have been entered for the month verifying that they are in balance.
• Provide vendor information to accountants to prepare 1099's at year end.
• Reconcile bank statements and balance ledgers for Operating Account, Flex Spending Account, Employee Benefit Account, Bremen Medical Center Account, Employee Deduction Accounts and Waterford Clinic Account.
• Assists and edits POS system.
• Run sales tax report for CFT to use in completing Indiana Sales Tax.
• File and pay cafe sales tax online.

Compiles Data Utilized For Statistical Reports By

• Reviewing and verifying timecards for accuracy; logging hours worked on the appropriate record; tracking attendance, ill, leave of absence (LOA) and tardy calls.
• Monitoring and reviewing labor distribution by pay period, checking for accuracy and correcting errors.
• Collecting, compiling and analyzing statistical information; also identifying trends to determine department effectiveness and assessing the need for additional information.
• Collecting, coordinating and monitoring the performance appraisal system for the department.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

Organizational Responsibilities

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent and two years of post-secondary education in business, office procedures, secretarial courses or equivalent. At least five years of progressive secretarial experience is required.

Knowledge & Skills

• Demonstrates proficiency in basic computer skills (i.e., data entry, word processing and spreadsheets). A basic understanding of database applications is desired. Demonstrates ability to type 40-50 wpm on a computer with 95% spelling accuracy.
• Demonstrates ability to read, write, understand and follow verbal and written instructions.
• Requires the ability to operate standard office equipment (copier, calculator, fax machine, etc.) specific to the department's needs.
• Demonstrates effective communication skills (both verbal and written).
• Demonstrates the interpersonal skills necessary to establish and maintain effective working relationships with team members, patients, visitors, physicians and others.
• Demonstrates math skills necessary to add, subtract, multiply, divide, use fractions and calculate percentages.
• Complies with hospital expectations regarding ethical behavior and standards of conduct.
• Complies with federal and hospital regulations regarding protected health information and patient privacy.
• Attendance at one annual orientation in service each year to review hospital policies and procedures is mandatory or view staff orientation presentation on the intranet and turn in quiz to Human Resources.

Working Conditions

• Works in a patient care environment requiring physical exertion, frequent changes in job demands, and certain undesirable patient care activities.
• May be exposed to biohazards.

Physical Demands

• Requires the physical ability, manual dexterity, and stamina (i.e., to stand/walk for prolonged periods of time, push wheelchairs/carts, lift objects weighing at least 20 pounds, etc.) to perform the essential functions of the position.