Administrative Assistant - HMH

Description

Job Summary: Coordinates and oversees office administrative duties while providing support to the Critical Access Hospital Chief Administrative Officer and department supervisors. Duties include but are not limited to scheduling of events; greeting customers; answering phones; processing hospital invoices for payment approval; preparing meeting agendas and taking minutes; being a participant/leader in organizational and quality initiatives; oversees central store processes; and working with data (gathering, entry, analyses, presentation) to meet standards and make improvements in hospital/patient care structure, processes, and outcomes.

Demonstrates Competency in the Following Areas:

• Demonstrates flexibility in the face of change. Projects a positive demeanor regardless of changes in working conditions. Shows the ability to manage multiple conflicting priorities without loss of composure.
• Demonstrates organizational skills. Determines the appropriate allocation of time. Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment).
• Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet deadlines.
• Demonstrates the ability to foresee problems and prevent them by taking action. Utilizes analytical skills and a broad understanding of the business to effectively interpret needs.
• Understands that listening is an important aspect of communication. Speaks with confidence using clear, concise sentences and is easily understood. Produces well thought-out, professional correspondence free of grammatical and spelling errors. Uses high quality, professional oral and written skills to project a positive image of the hospital.
• Interacts professionally with patients and colleagues at all times. Promptly responds to requests with accuracy and a courteous demeanor.
• Works as a competent member of the team, willingly providing back-up support for colleagues when appropriate and actively supporting group goals.
• Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. Swiftly refers problems/issues to the appropriate person(s) when necessary. Works effectively without constant and direct supervision or guidance.
• Supports or directly assists Chief Administrative Officer and department supervisors in emergency/disaster preparedness and drills. May act as recorder for Incident Command Center. Maintains and uploads contact numbers in in approved software along with maintaining a printed copy as a back-up disaster call list.
• Works directly with department supervisors on policy and procedure updates.
• Maintains logs and other documents as required by Chief Administrative Officer and state/federal regulations.
• Responsible for meeting preparation, agendas, room scheduling, Recording Secretary, and accurate minutes for multiple meetings including staff meetings and safety huddle.
• Electronically sends purchase requisitions to Materials Management and processes department requisitions as needed.
• Processes and files receiving documents keeping HMH Administration and JCMH Materials Management informed of shortages, backorders, and other issues. Accurately posts receipts that are not handled by Receiving Department.
• Stamps invoices and matches with correct receiving documents. Verifies quantity, price, remittance address, terms, general ledger number, etc. per department procedure and sends invoices to JCMH Materials Management department in a timely manner. Maintains file of purchasing requisitions/orders. Files copies of related invoices per department policy.
• Responsible for HMH supply inventory, working closely with JCMH Materials Management and HMH staff to resolve issues. Updates Stock Inventory dictionaries as needed. Deliveries supplies to appropriate locations.
• Makes changes, corrections, adjustments, additions…