SUMMARY: The Office Administrator assists the Physicians and Chief Operating Officer in completing administrative and office support activities. Oversees daily non-clinical office operations. Ensures efficient work flows, processes payroll, and manages office inventory. Other duties will include fielding telephone calls, word processing, filing, faxing, copying, research, driving to complete errands outside the facility, and preparation of spreadsheets and presentations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
A. Office Administrator Duties
1. Will work with the Chief Operating Officer to provide office support in the way of fielding phone calls, faxing, copying, filing, and creating / maintaining word processing documents and spreadsheets. Will complete errands outside of the facility for the Chief Operating Officer to include deliveries to the Accountant, Attorney or other entities or POMS/CCSI facilities.
2. Will be knowledgeable of the Time and Attendance system. Will maintain and update employee demographics within the system, run daily reports to check missed clockings, and will assist managers with correcting missed punches. Will run weekly, monthly, and annual reports from the system for management.
3. Will process and submit staff payroll.
4. Will provide backup support to the Director of Support Services to enter invoices and produce checks from Quickbooks. Reconcile Executive Assistant’s portion of the corporate credit card statement and the courier’s gas receipts.
5. Will work with the Chief Operating Officer to assign cost codes to all employee benefit invoices (health, life, and dental) so that they may be entered into Quickbooks for payment.
6. Assists Human Resources in completing correspondence for the Accountant and insurance carriers regarding employee payroll changes - demographics, hire/terminations, deductions, etc.
7. Serves as a backup to the Director of Human Resources to complete employee training – OSHA, HIPAA, and Medicare.
8. Works with Chief Operating Officer to obtain competitive bids on office and medical equipment prior to acquisition.
9. Assists the Chief Operating Officer in obtaining employees to staff special events and ensure the appropriate hours worked are entered into the time and attendance system. Coordinates Physician and employee focused events such as employee recognition days, employee retirement celebrations, new Physician welcoming events, etc. Order Employee Appreciation Gifts and Gifts Cards.
10. Will reserve lodging for visiting physicians and for staff members working in one of our other office locations.
11. Will collect Governance Committee timesheets and email hours to accountant every month (copy Dr. dePaz and Dr. Floyd on email).
12. Will enter new referring providers into Epic’s GASF portal.
13. Collect and send Pharmacy, Imaging and Radiation Oncology research hours to Dr. Wade at the end of every month.
14. Responsible for maintaining company forms and letterhead. Will create and maintain forms in Microsoft Word on the server. Works with the printing company to complete changes of printed materials and coordinates distribution of materials to CCSI facilities and external entities.
15. Maintains the master copy of keys for all facilities.
16. Assists with coordination for the general operation of the courier services and vehicles. Schedule maintenance for Decatur vehicles.
17. Works on special projects assigned by the Chief Operating Officer.
18. Will coordinate delivery of Provider Pay Stubs monthly.
19. Works with Director of Pharmacy Services in tracking drug rebates on spreadsheet and email to the Director of Pharmacy every Monday.
20. Travel to other offices as needed.
21. Assist in making banking deposits as needed.
22. Order and track scrubs for all staff. Track scrubs that have been turned in by terminated staff. Please shirt orders for staff through vendor (Spring and Fall). Will coordinate the ordering and distribution of Physician lab coats and employee logo wear.
23. Supports Office Managers to ensure correct and efficient use of EPIC EMR for scheduling, incoming and outgoing referrals, customer service, scanning, and other Front Office tasks. Services as liaison between office staff and medical oncology staff.
B. Professional Communication
1. Will have access to highly confidential company and employee information Will maintain confidentiality of all information.
2. Interacts with employees, managers, and Physicians and will treat all with dignity and respect and strive to communicate with all in a positive manner.
3. Maintains professional relationships and conveys relevant information to other members of the health care team.
a. Internal Contacts: Office staff, physicians, nursing staff, laboratory staff, pharmacy staff, radiation therapy staff, billing representatives, and other staff at CCSI facilities.
b. External Contacts: Staff at hospital facilities and incidental contact with patients and other external contacts.
4. Communicates appropriate information to supervisors, physicians, and/or other members of the healthcare team as needed.
C. Teamwork
1. Works collaboratively as a health care team member.
2. Able to work to meet deadlines, adapt to changing conditions, and work in a highly efficient and effective manner.
3. Able to work independently and is self-motivated.
4. Supports the goals of management and the organization.
5. Maintains positive attitude with patients, family/significant others and coworkers.
D. Professional Development
1. Attends staff meetings and mandatory in-services.
OTHER DUTIES:
Performs other duties as assigned.
EDUCATION/QUALIFICATIONS: High school graduate or equivalent. Valid Illinois driver’s license and current auto insurance. Extensive experience with the internet, Quickbooks, Microsoft Outlook and Microsoft office to include Word, Excel, and Powerpoint. Previous experience in human resources working with payroll, benefit administration, and an automated time and attendance system is preferred. Strong verbal and written communications skills. Previous experience in an administrative assistant job preferred. Previous experience in a medical office preferred. Previous experience with Electronic Medical Records, preferably EPIC.
KNOWLEDGE/SKILLS/ABILITIES: Personable and self-motivated. Computer skills required to be competent on software applications required for the position. Excellent verbal and written English communication skills, to include the ability to communicate with people of various levels of medical knowledge. Diagnostic problem solving and prioritization skills. Ability to work independently. Ability to meet deadlines, pay close attention to detail, and handle multiple priorities simultaneously. Maintain professional, cooperative, and compassionate attitude at all times. Understands and practices confidentiality. Eye, hand, and auditory coordination. Ability to follow routine verbal and written instructions. Ability to lift and manipulate heavy objects. Ability to operate and maintain motor vehicle. Ability to function in a sometimes demanding and fast-paced work environment. Understands and practices confidentiality. A positive attitude towards health care team members and diverse patient populations.
PHYSICAL REQUIREMENTS OF JOB: Standing, walking, sitting, riding, carrying, pushing, pulling, lifting, bending, stooping, squatting, crouching, twisting, reaching, handling, kneeling, and wrist and digital dexterity. Speaking, hearing, and visual acuity to receive and interpret instructions; communicate with other health care professionals; and operate motor vehicle. Exerting force (frequently up to 25 pounds and occasionally more) to lift, carry, push, pull or otherwise move objects, including medications, laboratory specimens, linens, supplies, billing forms, packages and documents, etc.
MENTAL DEMANDS: Must be able to work and drive under stress and adapt to changing conditions.
WORKING CONDITIONS: Job duties involve travel in motor vehicle and moderate exposure to unusual elements, such as extreme temperatures, weather conditions, etc. Normal medical office environment. Job duties involve potential for exposure to blood and body fluids due to transport of laboratory specimens and potential for exposure to chemotherapy and other hazardous substances, due to transport of medications. Special protective equipment must be used in case of hazardous substance spill cleanup.
BENEFITS:
- Health insurance
- HSA Option
- Dental insurance
- Paid Time Off (PTO)
- Sick Time
- Vision insurance
- 401(K) 1/ match & profit sharing
- Life Insurance
- Short- & Long-Term Disability
Pay: $32.00 - $36.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
