Operations Assistant

1 month ago

Stillwater, United States Lifenet Full time
SUMMARY: The Operations Assistant will provide administrative and staff support to the general organizational operations. Working under the direct supervision of the Director of Operations, this position provides all necessary organizational support and is responsible for a variety of other tasks.

DUTIES AND RESPONSIBILITIES:

  • Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff
  • Assist with the completion of filings for the organization
  • Processing check and credit card requests and file receipts accordingly
  • Provide assistance as needed with research
  • Make sure the office, public bathroom, and overstock supply areas are kept in orderly and clean fashion each day
  • Process incoming supplies each day and place them in their appropriate storage location
  • Maintain clean and organized uniform inventory, process incoming uniform orders and communicate with staff regarding uniform availability
  • Assist with review of administrative procedures and development of systems to assure compliance by all staff
  • Manage inventory of office and clinical supplies including ordering, shipping, receiving, inventory analysis, and processing returns
  • Assist with research and cost comparisons with vendors to maintain cost-effectiveness
  • Maintain master calendar of in-house meetings
  • General office duties such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, faxing, etc.
  • Booking travel and hotel arrangements as needed
  • Coordinate and print materials for meetings and training sessions and other activities of the organization
  • Maintain and update databases as needed
  • Coordinate incoming and outgoing mail, including courier services, postage meter account, and interoffice mail distribution
  • Assist in preparation of materials and reports for the board of directors, internal and external key stakeholders
  • Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics, note taking, completion of meeting minutes)
  • Responding to staff requests for administrative support as needed
  • Maintain employee and patient confidentiality
  • Assist managers with various clerical duties
  • Responsible for adhering to all company policies and procedures
  • Coordinating maintenance and repair of front office equipment
  • Process patient encounter paperwork from crews and ensure timely document upload to LifeNet systems
  • Directing customers with invoice questions to appropriate staff
  • Coordinates customer communication with Patient Account Representatives
  • Processes Medical Record Requests using established policies and procedures
  • Ensure proper handling of customer payments
  • Maintenance of company files relating to contracts and correspondence
  • Respond to customer and employee complaints by notifying appropriate supervisor
  • Maintain knowledge of computer systems and provide staff support for hardware and software issues
  • Perform other duties as required


REQUIRED QUALIFICATIONS:

High school diploma or GED

Current State drivers license with acceptable driving record

Negative DOT drug screen

Considerable knowledge and ability to use Microsoft Office Applications including

Word, Excel, Outlook and Teams

Effective verbal and written communication skills

Effective interpersonal skills

Ability to plan and organize departmental/division workload

PREFERRED QUALIFICATIONS:

Two years of general secretarial and/or receptionist experience

Knowledge of computer hardware and software systems

Experience with Crystal Reports and database management

Associate's or bachelor's degree

STRESS FACTORS:

Occasionally: Repetitive tasks, fatigue.

PHYSICAL REQUIREMENTS:

Occasionally: Walking outside, lifting no greater than 20 pounds, climbing, kneeling, stooping, driving a car.

Frequently: Clear speech, walking inside, typing, bending, sitting, seeing.

Constantly: Hearing/listening, touching, and reading.

WORKING CONDITIONS:

Occasionally: Works alone.

Frequently: Works with and around others, face-to-face contact with others, extended day.

Constantly: Verbal contact with others, inside, noise.

MENTAL REQUIREMENTS:

Occasionally: Complex reading, memorization, analyzing, perception/computation, simple math skills.

Frequently: Writing.

Constantly: Simple reading, clerical duties, problem solving, judgment, reasoning, decision making.

EQUIPMENT USED:

Occasionally: Digital paging terminal, facsimile, calculator, stapler, 3-hole punch, stamping, sharpener, switchboard, cleaning equipment.

Frequently: Computer/typewriter, keyboard, telephone, copy machine, printer.

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