Administrative Assistant / Payroll Processor

MAHAN Healthcare Business Advisors•Nashville, TN

13h•Onsite

About The Position

MAHAN is seeking a motivated, full-time Administrative Assistant to support office operations while receiving cross-training in the Payroll Department. This on-site Nashville position offers an opportunity to begin a career in administration and develop payroll and client service skills at a professional business advisory firm serving healthcare providers. The role handles office administration, including phone and correspondence management, office supplies and records, meeting preparation, mail, client payments, and support for the Administrative Director, Office Manager, and other departments. Through cross-training, the employee will learn payroll software, compliance requirements, and internal procedures, and assist with payroll processing, data entry, tax preparation, year-end processes, W-2 preparation, and documentation. The position is based on-site in Nashville, Tennessee. Applicants must live in the Middle Tennessee area or be able to commute reliably and must be authorized to work in the United States. Visa sponsorship and relocation assistance are not available. MAHAN is a 20-employee boutique firm that provides business management and advisory services to healthcare providers, including financial statements, tax services, practice consulting, payroll and human resources, and retirement and pension services.

Requirements

High school diploma or equivalent.
Strong communication skills and a professional, friendly demeanor.
Excellent organizational skills and attention to detail.
Strong time management skills and ability to prioritize multiple tasks.
Proficiency with Microsoft Office, including Word, Outlook, and Excel.
Comfort using office technology, including scanners, copiers, Adobe, and business software.
Ability to handle confidential information with professionalism and discretion.
Dependable, self-motivated, and team-oriented.
Interest in learning payroll and business operations.
Must currently reside in the Middle Tennessee area or be able to commute reliably to Nashville.
U.S. work authorization required.

Responsibilities

Answer incoming phone calls and screen and direct inquiries.
Distribute correspondence.
Order, organize, and maintain office supplies.
Scan, file, and organize electronic and paper documents.
Schedule meetings and prepare conference rooms for in-person and virtual meetings.
Process incoming and outgoing mail, including daily post office runs.
Receive, record, and deposit client payments.
Coordinate staff birthdays, lunches, and company events.
Provide administrative support to the Administrative Director, Office Manager, and other departments as needed.
Develop knowledge of payroll software, compliance requirements, and internal procedures.
Learn weekly, bi-weekly, and semi-monthly payroll processing procedures.
Assist with payroll data entry and payroll administration.
Support payroll tax preparation and year-end payroll processes.
Assist with W-2 preparation and payroll documentation.