Secretary, Emergency Medical Services - Full Time

Mercyhealth Wisconsin and Illinois; Rockford (IL); On-site; USD 22,000 - 32,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Paid time off

Parental and caregiver leave

Tuition reimbursement

On-Demand Pay

Well-being Programs

Employee discounts

Job summary

Mercyhealth Wisconsin and Illinois seeks an Administrative Assistant to support the executive director and management staff. This role acts as the primary contact for administrative services and coordinates information flow across teams.

Responsibilities include scheduling, correspondence preparation, meeting logistics, invoice processing, payroll-related tasks, and maintaining logs and files while supporting special projects and committee work.

Qualifications

• High school diploma or equivalent required.
• Three years of secretarial or related experience preferred.
• Excellent interpersonal and communication skills required.

Responsibilities

• Schedules appointments, meetings, and events for executives.
• Coordinates partner and agency functions as requested.
• Secures meeting room reservations for staff.
• Answers and screens calls for the director.
• Transcribes and proofs correspondence; creates forms, memos, and reports.
• Orders supplies and maintains inventory and office logs.
• Provides support for special projects and committees; takes minutes.
• Processes invoices and payment through portals; handles requisitions.

Skills

Interpersonal communication

Organizational skills

Education

High school diploma or equivalent

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

Click here for more details regarding Mercyhealth Careers Benefit Information.

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