Executive Support & Office Operations Specialist

Javon Bea Hospital; Rockford (IL); On-site; USD 21,000 - 32,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Paid time off

Parental leave

Tuition reimbursement

Job summary

Mercyhealth is seeking an Administrative Assistant to support the Executive Director and management staff in organizing information and coordinating communications. The role involves scheduling, meeting coordination, billing, and file management in a dynamic health system environment.

The ideal candidate will have a high school diploma and at least three years of secretarial experience, with strong interpersonal and organizational skills.

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/communication skills.
• Good organizational skills.

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, spreadsheets, memos, agendas, reports, policies and notices.
• 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 takes minutes, 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.
• Assists with billing services as needed, including payroll, insurance verifications and billing records.
• Maintains spreadsheets to ensure authorization for services rendered.
• Manages processing of invoices for patient supplies.
• Records, tracks, and updates agency equipment disbursement to partners.
• Ordering of printed materials.
• Tracking, activating, and suspending agency field staff cell phones.
• Assist with annual budget planning process.

Skills

Interpersonal skills

Organizational skills

Education

High school diploma or equivalent

Job description

Mercyhealth is seeking an Administrative Assistant to support the Executive Director and management staff in organizing information and coordinating communications. The role involves scheduling, meeting coordination, billing, and file management in a dynamic health system environment.

The ideal candidate will have a high school diploma and at least three years of secretarial experience, with strong interpersonal and organizational skills.