Executive Assistant and Disbursement Coordinator

Company: Sturdy Memorial Hospital
Location: Attleboro
Posted on: May 16, 2022

Job Description:

Oversee key administrative functions, as directed by the respective Vice President including, but not limited to, such functions as scheduling appointments, maintaining and organizing administrative records, preparation and retention of confidential correspondence, assuring requisite materials are accurately prepared in advance of scheduled meetings, as well as appropriately screening and covering phone calls. Assist in Payroll and Accounts Payable when needed.
Essential Job Fuctions:

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• Coordinate (in-person and virtual) board meetings for the Audit, Finance Operating, Finance Investment and other ad hoc meetings-includes scheduling with members and guests and assuring related materials are received and uploaded to the board portal timely.
  
• Summarize physician contract information on an excel spreadsheet and maintain paper contract files.
  
• Prepare audit confirmations, gather board minutes, legal invoices and assist the Controller with any other materials requested for the annual audit.
  
• Provide back-up support in Payroll/Accounts Payable areas when needed, particularly with quarterly and annual filings (941, W-2, and 1099 processing).
  
• Assist in P-Card processing when needed.
  
• Research unclaimed property findings for all corporations and file claim paperwork to receive funds if appropriate.
  
• Process legal, property tax, and other invoices in Workday.
  
• Prepare monthly customer invoices through Workday for rents, answering service, etc. Collect and record incoming payments for these invoices.
  
• Act as Expense Report Partner to review, follow-up on, and approve employee/provider expense reports.
  
• File monthly sales and use and monthly meals tax reports to the Massachusetts Department of Revenue. File quarterly Worker's Compensation report for self-insurers and remit accompanying fees to the Massachusetts Department of Industrial Accident.
  
• File for business certificates (D/B/A) for new practices and file renewals prior to expiration dates.
  
• Handle W-9 and tax exempt certificate requests.
  
• Order supplies, contact vendors for service calls, and place work orders for cleaning, maintenance, or IT issues.
  
• Maintain filing and record-keeping system for the department for easy retrieval of information.
  
  Required Skills/Qualifications/Training/Experience:
  
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  • Minimum of 5 years of Administrative Assistant experience, or equivalent
    
  • Strong interpersonal and communication skills; well organized; attention to detail;
    
  • Expertise in the Microsoft Office Suite
    
  • Demonstrated ability to efficiently, effectively and professionally multi-task in a dynamic environment
    
    Preferred Skills/Qualifications/Training/Experience:
    6-10+ years of experience in administrative, or financial support capacity
    Educational Requirements:
    Associate degree or equivalent
    License/Certification: N/A
    Reports to: Chief Financial Officer
    Manages: N/A
    AGE AND DIVERSITY RELATED CRITERIA:
    Consistently treats patients, colleagues and visitors with the dignity and respect, while being sensitive to the differing needs of all age groups, backgrounds, characteristics and cultures.
    ABILITY TO FULFILL JOB EXPECTATIONS: Must have the ability to the perform essential functions of the position, including required work hours, locations and physical demands, without posing a direct threat to the health and safety of themselves or other individuals in the work place, and with or without reasonable accommodation.
    PHYSICAL DEMANDS: Must be able to sit for long periods of time, repeat the same movements use hands to control tools such as computers, speak clearly so listeners can understand, and understand the speech of another person.
    Sturdy Memorial Hospital is an equal employment opportunity employer. There is no discrimination because of race, color, creed, age, gender, sexual orientation, national origin, veteran status or disability.
    Please note: For the protection of the patients, employees, visitors and all who enter our facilities, Sturdy Memorial requires all employees to be fully vaccinated for COVID-19, with limited exemptions, as a condition of employment.

Keywords: Sturdy Memorial Hospital, Attleboro , Executive Assistant and Disbursement Coordinator, Accounting, Auditing , Attleboro, Massachusetts