Administrative Assistant HR

1 week ago

Mount Sterling, United States STERLING HEALTH SOLUTIONS INC Full time
Job DescriptionJob Description

Title: Administrative Assistant

Supervisor(s): HR Manager

Department: Administration

Effective Date: November 20, 2014

Job Summary

Provides secretarial and administrative skills and knowledge to support the HR Manager and/or Chief Operating Officer COO. Maintains confidentiality of health center information, employee personnel files and establishes and maintains working relationships with associates in other departments. Coordinates the human resource-related functions for SHC, including recruitment, compensation administration, payroll, and personnel records.

Duties and Responsibilities

  1. In collaboration with COO, build and maintain provider templates and schedules.
  2. In collaboration with COO, prepare front and nurse staff schedules.
  3. Answers telephone to gather information, deal with situations or refer messages as appropriate.
  4. Greets staff, physicians, Board members, visitors, etc. in a courteous and professional manner and refers them to appropriate staff/department, as needed.
  5. Works with hiring supervisors to manage the administrative aspects of recruiting potential employees.
  6. Assisting with scheduling needs of front desk and nurses to coordinate with daily operations and providers.
  7. Schedules and organizes calendar of appointments for the COO and HR Manager.
  8. Assists management in preparation of special projects, and other projects upon request.
  9. Performs composition and typing of memos, correspondence, reports, contracts, and other legal documents/forms in a timely and accurate manner.
  10. Maintains organized files in hard copy and electronically for reference.
  11. Maintains legal documents for easy accessibility to multiple drafts and final documents.
  12. Processes incoming/outgoing mail.
  13. Offers suggestions to improve efficiency, improve workflow, etc.
  14. Maintains filing system and permanent files including minutes of operational meetings.
  15. Serves as a resource for general administrative questions.
  16. May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required.
  17. Assists with auditing needs in electronic medical record for compliance and HIPAA regulations.
  18. Administers a wide variety of personnel policies and programs (e.g. onboarding, orientation, contracts, compensation schedule, etc.)
  19. Involved with certification processes (e.g. Provider Privileging, BLS training and Credentialing) in collaboration with Credentialing Specialist.
  20. Build trusting relationships by acting with integrity, courtesy, and responsibility, even in

the face of stress or demanding workplace conditions.

  1. Directs employee background checks and pre-employment drug screens.
  2. Accepts other duties as assigned by Supervisor.

Knowledge, Skills and Abilities

Required

  • Proficient in Windows and Microsoft applications (Word, Excel, Power Point & Outlook).
  • Must have a high level of organizational skills.
  • Must demonstrate the ability to develop and maintain positive interpersonal. relationships with a variety of people.
  • Must demonstrate effective verbal and written communication skills with staff, Board members, vendors, medical providers, and members of the general public.
  • Must be able to do many different duties, often changing from one task to another of a different nature without loss of efficiency or composure.
  • Must be able to work under stress when confronted with critical or unusual situations.
  • Must be able to follow instructions explicitly.
  • Strong analytical, numerical, and reasoning abilities, written and oral communications
  • Proven ability to build and maintain strong relationships across functional areas

Credentials and Experience

Required

  • Associate degree or equivalent.
  • Course work or specialized training in secretarial practices or business administration.
  • Minimum of three years’ experience in secretarial or administrative assistant field, preferably as Administrative or Executive Secretary.

Credentials and Experience

Preferred

  • Human Resources Certification (PHR/SPHR/SHRM-CP/SHRM-SP)
  • Experience in Human Resources Information Systems (HRIS)
  • Experience in Payroll, Recruitment software.

Special Requirements

Requires sitting, standing and walking for extensive periods of time. Requires working under stressful conditions or working irregular hours. Requires frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations and other conditions common to a clinic environment. The employee frequently is required to reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to work with a moderate noise level in the work environment is required.

The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work. The health center reserves the right to revise or change job duties and responsibilities as the business need arises. Additionally, this job description is not intended as an employment contract, implied or otherwise, and the Center continues to maintain its status as an at-will employer.

If the essential functions of this position cannot be performed in a satisfactory manner by the employee, reasonable accommodations may be made.

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