Administrative Assistant

Position Summary/Scope of Responsibility

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Administrative and Accounts Payable Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks, including a focus on Accounts Payable. The Administrative Assistant is an excellent communicator with impeccable attention to detail. Must contain the skilled ability to multitask, manage complex schedules, and meet changing deadlines.

Duties include, but are not limites to:

1. Reviews and processes accounts payable matters in an accurate and timely manner in accordance with departmental procedures.
2. Assists practice management team with cash management activities.
3. Assists with month-end close, monthly and quartlerly financial data reporting, and financial statement compilation.
4. Performs operational analysis and reporting, recurring and ad hoc.
5. Performs administrative support and receptionist activities including, but not limited to, answering phones, taking messages, greeting visitors, scanning/faxing documents, filing, printing, copying and the like while exhibiting polite and professional communication.
6. Completes clerical medical records duties including collecting patient information/patient admission, issuing medical files, filing medical records, distributing charts, and processing patient admissions and discharge papers.
7. Participates in the overseeing and assurance of medical records being accurate, complete, protected, and confidential.
8. When answering phones, takes messages and fields or answers all routine and non-routine questions.
9. Assists in scheduling and organizing activities such as meetings, travel, and practice activities.
10. Maintains schedules and calendars for the leadership team as assigned.
11. Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
12. Sorts and distributes mail. Opens mail for the team. Drafts written responses or replies by phone or email when necessary. Responds to regularly occurring requests for information.
13. Track, maintain and order office supplies and kitchen supplies.
14. Schedules appointments and arranges meetings, including setting up rooms, ordering food, building meeting agendas and minutes, and the like.
15. Types and designs general correspondence, memos, charts, tables, graphs, and business plans in collaboration with office employees. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for
    accuracy and clarity of final copy.
16. Assists in managing social media presence for the practice to build and drive followership.
17. Manage and maintain confidential documentation.
18. Prepare monthly and other reports.
19. Maintains confidentiality and discretion while carrying out all duties and responsibilities.
20. Performs other duties as assigned.

Required Education & Experience

• High School Diploma or equivalent education and experience required.
• 2 years' experience in accounting/accounts payable preferred.
• Three years minimum administrative assistant experience supporting office operations, preferably in a healthcare environment.
• Proficient skill and experience in using the Microsoft Office Suite of products.
• Excellent time management and proven problem-solving skills.

Competencies/Required Skills & Abilities

• Strong Analytical Skills- Ability to collect and analyze information, problem solve, and make decisions.
• Strong Interpersonal Skills - Ability to develop relationships and collaborate and influence in a decentralized organization.
• Strong Leadership Skills- Ability to possess self-awareness, garner credibility, focus on relationship-building, have a bias for action, exhibit humility, empower others, stay authentic, present themselves as constant and consistent, become role models and are fully present.
• Demonstrates the ability to interact successfully as part of a team and communicate with all levels of the organization (presentation)
• Confident, independent thinker and strong decision-making ability when circumstances warrant such action.
• Demonstrates ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
• Strong interpersonal, oral, and written communication skills with excellent self-discipline and patience.
• Able to work independently.
• Exudes professionalism in presentation.
• Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands

• Must be able to read, write, speak, understand, and communicate in the English language.
• Must be able to use appropriate body mechanics techniques when performing front desk duties.
• Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.
• Adequate hearing to perform duties in person and over telephone.
• Must be able to communicate clearly to patients in person and over the telephone.
• Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.