Office Manager

Shawnee Health; Carterville (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Shawnee Health Carterville Administration Office is seeking an Office Manager to oversee daily administrative operations, greet visitors, manage mail, coordinate travel, and maintain office supplies.

The role reports to the Employee Service Manager and requires a high school diploma and secretarial/office manager experience; an Associate degree is preferred. You will safeguard confidential information and support patient services.

Qualifications

• High School Diploma or GED required.
• Two years secretarial/office manager experience preferred.
• Associate’s Degree in secretarial field preferred.

Responsibilities

• Open and close administrative office following procedures.
• Process incoming/outgoing mail and shipments; maintain distribution lists.
• Manage postage and petty cash; monitor postage usage.
• Prepare monthly postage machine reports and accounting downloads.
• Greet visitors, direct to appropriate staff, and provide information.
• Screen calls and route to staff; maintain professional public relations.
• Oversee front office workflow and assist with office efficiency improvements.
• Coordinate travel arrangements and prepare related documentation.

Skills

Communication skills

Interpersonal skills

Discretion

Organizational skills

Problem solving

Independent work

Confidentiality

Computer literacy

Education

High School Diploma or GED

Associate’s Degree in secretarial field

Tools

Microsoft Office

Job description

Join Southern Illinois’ leading healthcare organization, with over 350 team members who believe that in taking care of each other and our patients and clients, we create new opportunities for success and bring big dreams to life.

Shawnee Health is seeking a Office Manager for our Shawnee Health Carterville Administration Office. This position reports to the Employee Service Manager.

Essential Job Functions:

• Duties
• Ensures the proper and timely opening and closing of administrative office in accordance with procedures.
• Responsible for timely processing both in-coming and out-going mail, UPS, FedEx and Airborne shipments; keeping mail distribution lists and sorting bins current.
• Monitors postage usage to ensure adequate supply is available and processes check request for postage as needed. Responsible for postage petty cash fund in accordance with policies and procedures.
• Completes monthly postage machine report for administrative office and downloads report for accounting.
• Picks up administrative office post office mail daily during work week. Drops off administrative office mail to post office daily during work week and Fridays at end of work day.
• Opens and distributes most mail to appropriate individuals throughout office and corporation site locations.
• Monitors the corporate email account and distributes emails to appropriate individuals throughout the corporation as necessary.
• Responsible for general office tidiness including waiting area, workroom area, kitchen, conference rooms and ensuring items are returned to their proper place. Advises maintenance and housekeeping as necessary.
• Screens telephone calls received at the administrative office, provides information and assistance to callers, and makes referrals to professional staff as appropriate.
• Functions as the public relations ambassador for the corporation, meeting and greeting the public and corporate staff, and providing information and assistance as needed in a caring, helpful manner. Directs visitors to the appropriate area or staff. Creates visitor badges for all sites.
• Responsible for the management of office supplies which includes organization of office supply cabinet and also coordinating with the purchasing director for ordering and reordering of office supplies when necessary.
• Responsible for making travel arrangements in accordance with policies and procedures for administrative staff and other corporate staff as directed including, but not limited to, making meeting, lodging, and travel reservations, calculating expense advancements, preparing travel vouchers, check requests, and providing all necessary documentation to traveler.
• Maintains a corporate credit card and completes monthly expense reports for submission using corporate software.
• Assists with patient satisfaction surveys by consolidating comment results and forwarding to clinic managers.
• Performs word processing projects for administrative and corporate staff as directed including correspondence, reports, forms, and other needed documents.
• Oversee the front office work-flow to ensure timely completion of administrative duties.
• Assists in the development of new procedures to improve office efficiency and patient/client services.
• Assists in planning corporate meetings and social events. Coordinates meals for monthly board meetings and other events throughout the corporation.
• Assists and serves as back up to General Counsel for managing the Chief Executive Officer’s schedule and needs.
• Completes mail merges and mass mailings for the entire corporation as directed.
• Provides clerical support to the administrative team as necessary.

Education & Experience Requirements:

A. Mandatory

High School Diploma or GED

Two (2) years secretarial/office manager experience

B. Preferred

Associate’s Degree in secretarial field

Competency Requirements:

A. Mandatory

Must be capable of high level of discretion in handling confidential information.

Must be competent in the use of computers.

Must have excellent communication skills, both written and verbal in addition to interpersonal and organizational skills.

Must have the ability to maintain patient and employee confidentiality.

Must be capable of independent problem solving with minimal supervision.