Office Management Assistant Jobs (NOW HIRING)

Job Summary

The Office Management Assistant performs a wide variety of clerical, accounting, and routine tasks requiring knowledge of department policies, procedures, and operations.  This position will be responsible for all invoice expense tracking for locum providers including PSA providers as well as the locum expense tracking spreadsheet.  This position will also assist with other clerical duties to assist the recruiters that may include booking of travel needs related to providers.   This position will interact with other departments including accounting.  This position exhibits excellent communication and customer service skills in all aspects.

Physical Requirements

• The ability to perform the duties and responsibility of the position, with or without reasonable accommodations for disabilities. 
• The ability to consistently lift, push or pull loads of up to fifty (50) pounds. (Unless nursing 50)
• Sufficient strength, mobility and stamina to make frequent location and position changes, assist with patient care, and perform other physical activities of average difficulty.  
• Candidates whose disabilities make them unable to meet the requirements will still be considered fully qualified if they can perform the essential functions of the job with reasonable accommodations.
• May be exposed to infectious or contagious disease.
• May have to handle emergency situations.
• May be subject to irregular hours.
• May be required to wear protective equipment such as eye protection, face protection, masks, sterile/nonsterile gloves, isolation gowns.
• May be exposed to toxic/caustic/chemicals/detergents.            
• Physical activities include continuous sitting, and occasional walking, standing, bending, squatting, climbing, kneeling and twisting.
• Activity Conditions (Occasionally, Frequently, Continuously):
  • Sitting- Frequently 
  • Walking- Occasionally 
  • Standing- Occasionally 
  • Bending-Occasionally 
  • Squatting- Occasionally 
  • Climbing-Occasionally
  • Kneeling-Occasionally
  • Twisting-Occasionally

Visual and Hearing Requirements

• Must be able to see with corrective eye wear.

• Must be able to hear clearly with assistance.

Working Conditions

Primarily Works in a well-lighted and air-conditioned environment with period of heavy workload and stress. Works in various conditions. 

Performance: Essential Functions

Decision Making: Ability to make decisions and takes appropriate action based on the information they have. Recognizes own limitations and consults with the supervisor, manager, or team member when appropriate.

Time Management: Works efficiently and manages duties to ensure that tasks are completed with accuracy and within the scheduled shift or reasonable amount of time.

Quality & Quantity: Demonstrates accurate, knowledge and skill to carry out job duties. Follows departmental work policies and procedures. Speed and consistency of output and time utilization of job duties.

Computer Knowledge & Electronic Equipment Use: Demonstrates ability to consistently utilize electronic equipment and online computer programs to perform job duties, including electronic documentation, and order entry.

Resource Utilization: Consistently utilizes and maintains supplies and equipment to minimize lost charges and unnecessary equipment repair-replacement.

Confidentiality: Adheres to established policies on privacy and security requirements for compliance with the Health Insurance Portability and Accountability Act (HIPAA), as applicable by Shannon Policy.

Qualifications

Education

• Required

  • High School Diploma, GED, or equivalent 

Experience:

• Preferred

  • Basic Accounting Knowledge

  • One year of diversified clerical, secretarial, office management or related experience

Certification/Licensure:

• Required

  • Valid Driver's License

Supervises the Following Positions

Positions: N/A

Performance: Position Specific Essential Functions

• Maintains the day-to-day operation as the initial contact for the Locum vendors related to invoices, will greet customers, will assist with information requests, relaying phone messages and correspondence and other pertinent information to appropriate parties.

• Manages monthly locum tracking spreadsheet tracking for accounting & CFO.

• Responds to correspondence, calls and visits from customers or providers when needed; suggests appropriate referrals or informs Recruiters when situation warrants their attention.

• Assist with special events for Physician Recruiting as needed.

• Performs a wide variety of clerical services to the recruiters, accounting, and routine administrative tasks, including maintaining up to date locum tracking. Receives incoming calls, faxes, and takes messages.

• May require an occasionally to assist with picking up candidates or travel out to the airport due to rental car issues.

• Knowledge of secretarial and general office practices and procedures; knowledge of computer various computer software applications; knowledge of basic accounting and/or billing procedures; knowledge of the principles and practices of customer service.

• Skill in oral and written communication and interpersonal relations.

• Ability to perform a variety of clerical and secretarial tasks in an accurate and timely manner.

• Ability to evaluate problems and complaints and resolve them effectively.

• Ability to respond quickly and effectively to requests and assignments.

• Coordinates special events and meetings, including participant data bases, reservations, and arrangements when needed.

• Assists department budget by recording budget items, payments and records of disbursements and reconciling charges and reports.

• Represents the Physician Recruitment Department during both internal and external activities in a professional manner.

• Provides optimal customer satisfaction while performing daily duties to both internal and external customers.

• Maintains confidentiality with data related to any aspect of the hospital and of patients.

• Performs other duties as assigned.