Administrative Assistant - HMH

Jackson County Memorial Hospital Authority•Altus, OK

10d•Onsite

About The Position

Coordinates and oversees office administrative duties while providing support to the Critical Access Hospital Chief Administrative Officer and department supervisors. Duties include but are not limited to scheduling of events; greeting customers; answering phones; processing hospital invoices for payment approval; preparing meeting agendas and taking minutes; being a participant/leader in organizational and quality initiatives; oversees central store processes; and working with data (gathering, entry, analyses, presentation) to meet standards and make improvements in hospital/patient care structure, processes, and outcomes. Demonstrates Competency in the Following Areas: Demonstrates flexibility in the face of change. Projects a positive demeanor regardless of changes in working conditions. Shows the ability to manage multiple conflicting priorities without loss of composure. Demonstrates organizational skills. Determines the appropriate allocation of time. Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment). Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet deadlines. Demonstrates the ability to foresee problems and prevent them by taking action. Utilizes analytical skills and a broad understanding of the business to effectively interpret needs. Understands that listening is an important aspect of communication. Speaks with confidence using clear, concise sentences and is easily understood. Produces well thought-out, professional correspondence free of grammatical and spelling errors. Uses high quality, professional oral and written skills to project a positive image of the hospital. Interacts professionally with patients and colleagues at all times. Promptly responds to requests with accuracy and a courteous demeanor. Works as a competent member of the team, willingly providing back-up support for colleagues when appropriate and actively supporting group goals. Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills. Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. Swiftly refers problems/issues to the appropriate person(s) when necessary. Works effectively without constant and direct supervision or guidance. Supports or directly assists Chief Administrative Officer and department supervisors in emergency/disaster preparedness and drills. May act as recorder for Incident Command Center. Maintains and uploads contact numbers in in approved software along with maintaining a printed copy as a back-up disaster call list. Works directly with department supervisors on policy and procedure updates. Mains logs and other documents as required by Chief Administrative Officer and state/federal regulations. Responsible for meeting preparation, agendas, room scheduling, Recording Secretary, and accurate minutes for multiple meetings including staff meetings and safety huddle. Electronically sends purchase requisitions to Materials Management and processes department requisitions as needed. Processes and files receiving documents keeping HMH Administration and JCMH Materials Management informed of shortages, backorders, and other issues. Accurately posts receipts that are not handled by Receiving Department. Stamps invoices and matches with correct receiving documents. Verifies quantity, price, remittance address, terms, general ledger number, etc. per department procedure and sends invoices to JCMH Materials Management department in a timely manner. Maintains file of purchasing requisitions/orders. Files copies of related invoices per department policy. Responsible for HMH supply inventory, working closely with JCMH Materials Management and HMH staff to resolve issues. Updates Stock Inventory dictionaries as needed. Deliveries supplies to appropriate locations. Makes changes, corrections, adjustments, additions and deletions to inventory control system. Researches errors and finds their sources. Obtains authorization from Director, Materials Management before making significant adjustments per department policy. Periodically reviews PAR level utilization and makes appropriate changes. Performs periodic inventories to maintain accuracy and determine losses. Coordinates year-end physical inventories for all sub inventories. All other duties as assigned

Requirements

Adheres to dress code, appearance is neat and clean.
Completes annual educational requirements.
Reports to work as assigned, completes work within designated time.
Wears identification while on duty, and uses computerized punch time system correctly.
High School Diploma or its equivalent.
Completion of FEMA ICS 100, ICS 200, ICS 300, ICS 400, ICS 700, and ICS 800.
Three or more years of previous office management experience.
Previous work history that demonstrates steady attendance and punctuality is required.
Ability to read and communicate effectively in English.
Demonstrated ability in office management.
Able to work efficiently and independently, and has ability to prioritize while incorporating objectivity.
Proven ability to be entrusted with confidential and private information.
Proficient in Microsoft Office applications including Word, Excel, Outlook, Access, Publisher and PowerPoint.
Must demonstrate ability to type a minimum of 30 words per minute.
Able to successfully manage multiple priorities.
Strong communication skills and tactful diplomatic in interactions with others.
Near visual, hearing acuity, and ability to lift up to 50 pounds are required to perform essential duties of position.

Nice To Haves

Associates degree preferred.

Responsibilities

Scheduling of events
Greeting customers
Answering phones
Processing hospital invoices for payment approval
Preparing meeting agendas and taking minutes
Participating/leading in organizational and quality initiatives
Overseeing central store processes
Working with data (gathering, entry, analyses, presentation)
Supporting Chief Administrative Officer and department supervisors in emergency/disaster preparedness and drills
Acting as recorder for Incident Command Center
Maintaining and uploading contact numbers in approved software
Maintaining a printed copy as a back-up disaster call list
Working directly with department supervisors on policy and procedure updates
Maintaining logs and other documents as required by Chief Administrative Officer and state/federal regulations
Meeting preparation, agendas, room scheduling, Recording Secretary, and accurate minutes for multiple meetings including staff meetings and safety huddle
Electronically sending purchase requisitions to Materials Management
Processing department requisitions as needed
Processing and filing receiving documents
Informing HMH Administration and JCMH Materials Management of shortages, backorders, and other issues
Accurately posting receipts not handled by Receiving Department
Stamping invoices and matching with correct receiving documents
Verifying quantity, price, remittance address, terms, general ledger number, etc. per department procedure
Sending invoices to JCMH Materials Management department in a timely manner
Maintaining file of purchasing requisitions/orders
Filing copies of related invoices per department policy
Responsible for HMH supply inventory
Working closely with JCMH Materials Management and HMH staff to resolve issues
Updating Stock Inventory dictionaries as needed
Delivering supplies to appropriate locations
Making changes, corrections, adjustments, additions and deletions to inventory control system
Researching errors and finding their sources
Obtaining authorization from Director, Materials Management before making significant adjustments per department policy
Periodically reviewing PAR level utilization and making appropriate changes
Performing periodic inventories to maintain accuracy and determine losses
Coordinating year-end physical inventories for all sub inventories