Secretary to Chief Executive Officer jobs in Flagstaff, AZ

The following information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

General Position Summary:

Responsible for directing accounting and financial services, including general accounting functions, payroll, and accounts payable. Responsible for ensuring the accuracy and integrity of all financial related data for the organization and protecting the assets of the organization by establishing, monitoring, and enforcing compliance with internal financial controls. Guides financial decisions by collecting, analyzing, interpreting, and reporting accurate and timely financial data in accordance to GAAP to all levels of management within the organization. Also responsible for complying with a variety of regulatory report requirements and the coordination of various audits. Works directly with the CFO to learn additional departments and processes that will allow for promotion to the CFO position

Essential Functions / Major Responsibilities:

·         Coordinates monthly closing processes. Prepares monthly financial package for the Governing Board and Administration. Provides status of financial condition of the organization by collecting, analyzing, interpreting, and reporting financial data. Financial statement preparation includes, but is not limited to: Income Statements, Balance Sheets, Statements of Cash Flows, A/R Reserve Analysis, and Investment Schedules.

·         Protects the assets of the organization by developing, implementing, and monitoring all of the financial controls. Responsible for driving changes to improve, enhance, and enforce the financial control process.

·         Directs/manages the activities of General Accounting (Fixed Assets and Account Reconciliations), Accounts Payable, and Payroll. Provides leadership, developmental opportunities, guidance, and support to Accounting staff. Performs all functions of management, including planning, directing, monitoring, and controlling.

·         Coordinates various annual audits, including the Financial Audit, Medicare Audit, Workman’s Comp Audit, Wage, and Occupational Mix Audits. Develops methodologies and practices to track and analyze data throughout the year. Prepares various schedules and analysis as required.

·         Directs accounting services in accordance with GAAP to meet the needs of the Governing Board, CEO, CFO, Sr. Management, Independent Auditors, outside regulatory agencies, and financial partners.

·         Fulfills governmental reporting requirements by compiling information and/or preparing various reports, including Quarterly Payroll Tax Reports, DES Reports, Uniform Accounting Reports, US Census surveys, Capital Expenditure Reports, Information and Technology Reports, 5500, and Unclaimed Property Reports.

·         Coordinates the preparation of the annual 990. Works closely with outside audit companies to ensure that information reported to the IRS is complete, accurate, and timely. Gathers required information and completes the required schedules.

·         Compiles and reports monthly statistical information.

·         Reviews and approves all Balance Sheet reconciliations. Makes recommendations or determines course of action to resolve open items.

·         Achieves budget objectives by analyzing variances and communicating and initiating corrective action when possible.

·         Supervises the preparation of the bi-weekly productivity report. Assists payroll coordinator with revisions and responding to inquiries as needed.

·         Analyzes, summarizes, and creates a variety of adhoc financial reports to meet the financial needs of the organization and its leaders.

·         Maintains all bank account records, including authorized signers and online securities. Reviews and approves cash disbursements over $5,000.

·         Presents and explains financial results to the CFO, administration, department managers, and others. Occasionally presents financial date to Finance Committee in the CFO’s absence.

·         Works closely with department managers and administration to provide them with information necessary for making sound financial decisions for the purpose of enhancing revenue and controlling expenses. Assists administration/managers with understanding their specific financial activity. Provides assistance with identifying, researching, and resolving financial matters that impact there are of responsibility.

·         Coordinates, participates, and/or leads various teams for the purpose of identifying opportunities for process improvements and building a sense of collaboration amongst the departments. Participates on various project teams to provide input from a financial perspective.

·         Provides the CFO with support, assistance, and information as it relates to the financial activity of the organization.

·         Complies with IRS regulations, wage and hour laws, and Generally Accepted Accounting Principles by studying existing and new legislation. Enforces adherence to requirements, advising management on need actions or changing processes under ones direct control as changes occur.

·         Develops accounting processes/procedures as new programs are implemented.

·         Reviews and revises accounting policies and procedures.

·         Assists with the preparation of the annual budget.

·         Reviews and revises accounting policies and procedures as needed.

·         Works directly with the CFO to develop knowledge and understanding of processes and departments that report directly to the CFO (i.e. Materials Management, Revenue Cycle, and Case Management)

·         Oversees the financial management of the SHMA(clinic operations) finance department

·         Displays proper etiquette and mannerisms that reflect the Service Behavior Standards.

·         Promotes the Patient Safety Standards as a core value of the organization.

Secondary Functions:

·         Coordinates the preparation of the annual 5500 filing.

·         Assists employees or outside vendors with inquiries relating to the Payroll and Accounts Payable process.

·         Provides assistance and guidance to employees outside of the Accounting department as it relates to the financial activity for the organization (e.g. cash office, business office, etc.).

·         Attends educational seminars to enhance knowledge and skill set.

·         Participates in departmental and hospitalwide informational meetings and inservices, including staff meetings, hospitalwide forums, and seminars.

·         Reviews department and hospitalwide policies and procedures annually.

·         All other duties as assigned.

Additional / Seasonal Responsibilities:

·         Coordinates, reviews, and reconciles the annual submission of W-2s and 1099s. Ensures accuracy and compliance with IRS regulations.

·         Organizes and coordinates the annual financial audit. Documents and reviews processes to ensure proper financial controls are in place. Prepares various analysis and schedules as required. Provides auditors with explanations regarding information or explanations they may have relating to financial activities of the organization. Prepares the audited financial statement and disclosures under the guidance form the audit firm.

·         Assists with the preparation of the annual budget.

Job Scope:

This job involves:

·         A Wide diversity of work situations.

·         A high degree of complexity.

·         Often responsible for developing new policies, processes, practices, programs, etc.

·         Performance of duties with little direction given.

Supervisory Responsibility:

·         Job includes full supervisory responsibilities, such as providing daily work direction responsibilities, approval of absences or overtime, and recommendations and/or approval regarding hiring, terminations, pay changes, or job changes.

·         Decisions are made within prescribed operating guidelines, hospital policy constraints, and broad interpretation of applicable laws and governmental guidelines.

·         Directly supervises the management of the SHMA Finance Department

·         Budgetary preparation/compliance accountability.

·         Accountability for control of capital assets master lists.

·         Accepts partial accountability for long-range operational planning.

·         Accepts partial accountability for long-range strategic planning.

Interpersonal Contacts:

Contacts:

·         Are normally made with others both inside and outside the hospital.

·         Are normally made with other departments or locations.

·         Frequently contain confidential/sensitive information necessitating discretion at all times.

·         Are made via telephone, e-mail, and face-to-face interaction.

·         Are usually with coworkers, with little or no patient and physician contact.

Specific Job Skills & Mental Activities:

This position requires proficiency in general office equipment (including fax, printer, copy machine, phone systems, and 10-key) and computer programs (including all Hospital Information Systems, MS Office, Intellimed, internet, and e-mail). This employee must be service oriented and have excellent decision-making, judgment, negotiation, interpersonal, public speaking, written communication, presentation, investigative, estimating, analytical, customer service skills, organizational, multitasking, professional interpersonal, time management, accounting theory GAAP, and ad hoc reporting skills, as well as telephone etiquette and the ability to prioritize work. Must read, write, speak, and understand English.

Education and/or Experience:

·         Bachelor’s Degree in Finance/Accounting or related field (required).

·         Basic computer skills (required).

·         Two-four years accounting experience in a healthcare industry (required).

·         Two-four years leadership experience (required).

·         CPA and/or CMA (preferred).

Physical Demands & Job Conditions:

Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time. Worker is exposed to extensive computer work and encounters with upset/disturbed individuals.

Physical motions include finger dexterity, standing, walking, talking, reaching, feeling, sitting, bending, grasping, listening/hearing, handling, lifting up to 10 pounds, and repetitive motions of the hands, wrists, and feet.

This is a safety sensitive position.

OSHA Exposure Category:

Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues and are not a condition of employment.