Administrative Assistant

WASHINGTON ORTHOPAEDIC CENTER - JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

OVERALL PURPOSE OF JOB:

The Administrative Assistant provides administrative support to physicians, administration and department supervisors for the purpose of endeavoring to provide a smooth, efficient and productive office.

PRIMARY RESPONSIBILITIES:

· Responds to requests regarding clinic, physicians or general information and either provides information requested or obtains information and responds accordingly

· Answers phones for Administration. Takes messages or fields all routine and non-routine questions.

· Supporting the organization’s marketing goals by developing strategies, coordinating project activities, and participating in community events.

· Schedules and organizes complex activities such as meetings, travel, conferences and facility activities for Physicians, PA’s, Administrator and Supervisors.

· Assists Administration regarding paperwork for all properties

· Supports Human Resources by organizing and managing employee records, assisting employees with benefits enrollment, and various administrative tasks.

· Establishes, develops, maintains and updates filling system for the Administration and various properties. Retrieves information from files when needed.

· Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.

· Acts as liaison with other departments and outside agencies and representatives. Handles confidential and non-routine information and explains policies when necessary.

· Works independently and within a team on special nonrecurring and ongoing projects.

· Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

· Assists with Accounts Payable including weekly check runs and filing of invoices.

· Actively seeks out opportunities to improve the functionality of the organization.

· Prepares and distributes meeting minutes for various meetings

· Assemble and distribute monthly Directors’ meeting booklet.

· Assists in preparation of Director’s Meetings including preliminary information and agenda.

· Takes minutes for various meetings.

· Assures physicians’ and physicians assistants’ medical licenses and DEA’s are current

· Works with department supervisors, physicians and purchasing clerk to procure or create forms, business cards and/or outside printing materials

· Orders WOC apparel for all departments through the specified vendors.

· Assist with coordinating and planning company events and employee recognitions.

· Updates and maintains administrative files, including SOP manual as needed.

· Performs other responsibilities as requested by the Administration Managers and Board of Directors.

Part 2: JOB REQUIREMENTS

KNOWLEDGE AND SKILLS:

· Strong organizational and time-management skills

· Sensitivity to confidential information

· Detailed oriented

· Ability to multi-task

· Collaboration Skills

· Communication proficiency both verbally and written.

· Ability to establish and maintain effective working relationships with physicians, staff and businesses.

· Must be able to write reports and other correspondence documents

· Capable of working with computer programs, such as Word, Excel, and others

· Ability to rationalize a situation and resolve any problem

· Capability to rightly interpret oral, written, or graphical instructions

· Strong mathematical skills

WORKING CONDITIONS:

· Must be able to view and type on computer screens for long periods and to work in stressful environment

· Must be able to sit for long periods of time

· Must be able to stand and stoop as needed

· Must be able to lift and carry office products and supplies, up to 20 pounds

· High comfort level working in a diverse environment

· Use of a personal vehicle may be required

· Requires hand/eye coordination and manual dexterity necessary for operating office equipment.

· Requires hearing in normal acuity range and eyesight correctable to 20/20.

· Requires ability to multi-task and respond to requests in a professional, courteous and prompt manner.

EDUCATION, QUALIFICATIONS, SPECIAL TRAINING:

· High school diploma

· Bachelor’s degree in business, accounting, or related field preferred.

· Medical office education and/or experience working in a medical office

· Become a Notary within 6 months of hire.

EXPERIENCE:

· Two years of related experience with a strong working knowledge of accounting required.

· Two years’ work experience in a healthcare setting preferred.

· Word processing and computer skills

EQUIPMENT USED:

· Computer

· Copier

· Fax Machine

· Calculator

· Multi-line phone system

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Centralia, WA 98531: Relocate before starting work (Required)

Work Location: In person