Administrative & Hr Assistant - Medical Practice

Overview

Position Overview:

We are looking for a detail-oriented and highly organized Administrative & HR Assistant to support the day-to-day administrative operations and human resources functions of our growing medical practice. This position plays a key role in managing office workflows, assisting with employee relations, and supporting payroll processing. The selected staff is expected to interface with a growing practice in Florida. Experience with Quick Books and payroll systems is required.

• 401(k) matching
• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Training & development

• Greet and assist patients, visitors, and vendors in a professional manner.
• Engage with outsource support and partner’s company to ensure maximum revenue, accountability.
• Answer and route administrative calls, respond to emails, and manage incoming/outgoing correspondence.
• Maintain and organize both digital and paper records
• Coordinate appointments, meetings, and staff schedules
• Order and manage inventory for office and clinical supplies
• Assist with vendor coordination and office maintenance needs

• Support the Director in updating the company policy and procedures to improve HR.
• Assist with employee onboarding, orientation, and offboarding processes
• Maintain accurate and up-to-date employee records and personnel files
• Track attendance, vacation, and sick time.
• Help ensure compliance with labor laws, internal policies, and HIPAA regulations
• Support staff communications regarding HR policies and benefits

• Prepare and process bi-weekly payroll in collaboration with HR/Finance
• Enter and track payroll-related data, hours, and deductions accurately
• Manage employee timesheets and resolve discrepancies
• Utilize Quick Books and/or Excel spreadsheet to enter financial transactions, track expenses, and generate reports
• Assist with basic bookkeeping and month-end reconciliation tasks
• Support annual audits and tax filings by maintaining organized financial records

• Associate’s or Bachelor’s degree is required.
• 2+ years of experience in an administrative or HR support role, preferably in a healthcare setting.
• Proficiency in Quick Books (required)
• Experience processing payroll (e.g., using Gusto, ADP, Paychex, or similar platforms)
• Strong Microsoft Office skills (Excel, Word, Outlook)
• Excellent organizational and time-management abilities
• High level of discretion and professionalism when handling confidential information
• Strong communication and interpersonal skills

• Professional medical office setting
• Requires regular interaction with staff, patients, and vendors
• Occasional extended hours during payroll or reporting periods may be required