Administrative Assistant - HMH

Job Summary: 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.
• Maintains 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

Professional 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.

Education/Regulatory Requirements & Experience:

• High School Diploma or its equivalent. Associates degree preferred.
• 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.

Language Skills:

Ability to read and communicate effectively in English.

Skills:

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.

Physical Demands:

For physical demands of position, including vision, hearing, repetitive motion and environment, see following description. Near visual, hearing acuity, and ability to lift up to 50 pounds are required to perform essential duties of position. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising client care.

FREQUENTLY USUALLY OCCASIONALLY INFREQUENTLY N/A

(at least 50%) (25 – 49%) (10 – 24%) (10%) 

Standing/Walking X

Sitting X

Twisting X

Lifting/Carrying X

Pushing/Pulling X 

Climbing (ascending/descending ladders/stairs) X

Bending/Stooping X

Using arm muscles frequently or for extended periods X

Using leg muscles frequently or for extended periods X

Using back muscles frequently or for extended periods X

Potential for wound care or invasive procedures X

HOW OFTEN ARE THESE WEIGHTS LIFTED OR CARRIED?

FREQUENTLY USUALLY OCCASIONALLY INFREQUENTLY N/A

(at least 50%) (25 – 49%) (10 – 24%) (10%) 

 2 – 10 Pounds X

11 – 20 Pounds X

21 – 30 Pounds X

31 – 40 Pounds X

41 – 50 Pounds X

50 Pounds or more X

DOES THE JOB REQUIRE?

FREQUENTLY USUALLY OCCASIONALLY INFREQUENTLY N/A

(at least 50%) (25 – 49%) (10 – 24%) (10%) 

Working in hot, cold or wet surroundings X 

Working outdoors X

Working with or near chemicals X 

Working near radiation sources X

Working near fumes X

Working with hazardous waste materials X

Operating vehicles or machinery X 

Using hand tools or power tools X

Wearing protective clothing and equipment X