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Administrative Assistant
2 months ago
We are seeking a dedicated Part-Time Administrative Assistant to provide comprehensive support to our Office Director in various administrative tasks. This role involves assisting with HR, payroll, scheduling, phone calls, ordering supplies, financial invoice auditing, maintaining office inventory, volunteer coordination, calling facilities for patient admissions, data entry tasks, managing office mail to ensure the director gets all important letters, and mailing out bereavement letters. This part-time position plays a crucial role in ensuring the efficient operation of our hospice care services.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
HR and Payroll Support:
Assist with HR tasks, including new employee onboarding, documentation, and maintaining personnel records.
Collaborate with the Office Director to process payroll accurately and in a timely manner.
Scheduling and Appointments:
Coordinate appointments, meetings, and follow-ups for the Office Director.
Ensure efficient scheduling for the hospice care team.
Phone Calls and Correspondence:
Manage phone calls and emails on behalf of the Office Director.
Relay messages, handle inquiries, and communicate information effectively.
Supply Management and Inventory:
Order office supplies, equipment, and materials as needed.
Maintain inventory levels and ensure the availability of essential supplies.
Financial Invoice Auditing:
Assist in auditing financial invoices and expense reports.
Ensure compliance with financial procedures and documentation.
Volunteer Coordination:
Assist in coordinating volunteers for various hospice activities.
Maintain volunteer schedules and records.
Patient Admissions and Data Entry:
Call facilities for patient admissions as directed by the Office Director.
Assist the Director with data entry tasks as required.
Job Title/Position: Administrative Assistant
Managing Office Mail:
Sort and manage office mail to ensure the Director receives all important letters and correspondence.
Bereavement Letter Mailing:
Prepare and mail out bereavement letters and other correspondence as needed.
Ensure timely and compassionate communication with families.
The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.
POSITION QUALIFICATIONS
At least (2) two years’ experience in health care data entry, preferably in hospice care systems.
At least one (1) year of previous health care related payroll and accounts payable experience, preferably in hospice care.
Able to use various computer systems, software and equipment.
Is a high school graduate or equivalent, two (2) years college preferred.
SKILLS REQUIRED
Organization
Detailed oriented
