Administrative Assistant/Receptionist

Tennessee Hospital Association

Apply

Job Summary

EOE:  race/color/religion/sex/sexual orientation/gender identity/national origin/disability/vet

This position is primarily responsible for ensuring the daily operations of the receptionist desk and switchboard are handled with professionalism.  Provides administrative and accounting support for the Senior Vice President, Accounting/CFO (CFO) and assists the CFO with special projects as needed.

Job Responsibilities

ESSENTIAL FUNCTIONS OF THE JOB: (listed in order of importance) List your principal accountabilities; identify what you do, what end results you are accountable for, and how you measure your success.

1. The ability to adapt to a changing work environment and meet challenges presented throughout the day
2. Answer telephone in a professional manner and screen and direct calls to appropriate staff members
3. Must be available in the office lobby during regular office hours unless job responsibilities require otherwise
4. Greet guests and direct them to the proper destination
5. Receive packages from Fed Ex, UPS and other courier services and ensure their delivery to the appropriate staff member in a timely manner
6. Receive faxes from the main THA fax number and distribute them to appropriate staff in a timely manner
7. Change the voicemail greeting for the switchboard as needed
8. Enter information for checks received into Excel spreadsheet daily
9. Prepare bank deposits and transmit to the bank when necessary
10. Submit quarterly reports to the U. S. Department of the Treasury-IRS and State of Tennessee Registry of Election Finance for Friends of THA Political Action Committee (PAC) and HOSPAC funds received
11. Administer subrecipient grant coordination and recordkeeping which includes:
    1. execution of subrecipient grants
    2. initiating check requests to subrecipients
    3. tracking subrecipient expenses and supporting documentation
    4. reporting grant activity associated with subrecipient grants
12. Conduct switchboard training for staff as needed, record voice mail message for staff on leave as requested and clear out voice mail and record “vacant extension” message for employees who have left THA employment
13. Make changes to the schedule for locking and unlocking the building entry doors
14. Provide general administrative and clerical support to CFO, which includes scheduling committee conference calls/meetings and emailing related meeting information and writing general correspondence, as well as helping to compile mail-outs to member hospitals and past employees
15. Arrange catering for events for which Accounting is responsible
16. Input budget information in Accounting software, verify its accuracy and distribute the appropriate information to each department
17. Provide a quality control review of AP checks to ensure accuracy and appropriateness of checks written, including, but are not limited to, reviewing check approval, amount, invoice period, vendor being paid, and address
18. Mail out checks for accounts payable (AP) with related backup material
19. Maintain list and copy of current employees’ valid driver’s license and auto insurance information
20. Assist with end-of-year filing of AP accounts
21. Provide general administrative and clerical support to staff in Accounting department as needed
22. Provide timesheet training for new staff and assistance to staff, as needed, for entering time in the timesheet system
23. Monitor weather radio and alert staff promptly if there is a weather warning
24. Maintain records of Accounting certified mail
25. Coordinate with Accounting and Communications staff the development/design of Accounting’s “Tip of the Month” and email the completed tip to staff
26. Must be available for work assignments outside normal work schedule, with advance notice provided

MARGINAL JOB FUNCTIONS:

1. Maintain the key for the THA pool car and provide it to staff as needed
2. Provide administrative assistance to other departments as needed, such as meeting setup, assistance with projects, etc.

ORGANIZATIONAL STRUCTURE:  (Positions reporting directly to you, if any, and their areas of responsibility)

None

Qualifications

Educational and experience Requirements Needed to Perform the Duties of the Job:

High school diploma required.

Skills Required to Perform the Duties of the Job:

1. Ability to communicate with coworkers and the public in an effective, courteous and professional manner
2. Must be proactive and detail oriented
3. Ability to multi-task and prioritize tasks
4. Must be proficient in several computer programs, including Microsoft Outlook, Word, the basics of Microsoft Excel, accessing information in CRM and inputting information and generating reports in the Accounting software
5. Must be skilled in administrative and clerical procedures
6. Ability to work under pressure and meet deadlines

THIS COMPANY RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES.  THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION.  THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.”  THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.

Additional Information

Benefits

How to Apply

Please submit your resume and apply through https://recruiting.paylocity.com/recruiting/jobs/Details/671986/Tennessee-Hospital-Association/Administrative-AssistantReceptionist.

Details

• Date Posted: August 5, 2021
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Working Hours: 38.75 hrs/week; M-F, 8am-4:45 pm