Responsible for providing secretarial and administrative support for the Business Office Director, Assistant Director, Office Managers and Accountant. Maintains departmental files, accounts payables, contracts, personnel records, schedules appointments and coordinates managerial activities. Monitors and corrects departmental time sheets. Serves as the chief contact person for all vendors and related agencies in terms of contacts made to director. Provides regular QA reports for the purposes of measuring financial performance.
• Perform secretarial duties, including but not limited to answering and screening telephone calls, maintaining appointment calendars, typing business correspondence, reports and other similar duties.
•Prepare letters, Human Resources documents, accounting documents and all Business Office procedures.
•Maintains all Business Office personnel records and ensures that confidentiality within accordance with Integrity and Compliance.
•Organizes travel and seminar arrangements.
•Coordinates Management expenditures to ensure that Business Operations expenditures improve 5% in comparison to prior year.
•Confers with management and support staff to obtain data requested by Director.
•Maintains accurate and timely time records for the department.
•Provides support to the Director by screening, handling and redirecting telephone calls and/or messaging.
•Coordinates efforts to improve customer satisfaction and meet the needs of the customer whenever a situation or complaint arises.
•Prepares all invoices and statements and submits to accounts payables within three days of receipt. Follows up to ensure that account detail for agency invoices are verified and corrections made within seven days. Verifies accurate and timely payment processing.
•Reviews the accuracy of departmental expenditure reports on a monthly basis. Coordinates with Accounting department to obtain additional information, explanation and/or make necessary credit corrections and/or accruals.
•Responsible for the receipt and filing of HBOC Financial Reports that are delivered to the department Director. Utilizing HBOC reports compiles spreadsheets that allow for the analysis and trending of data
•Bachelors Degree Preferred
•Must possess strong analytical skills.
•Excellent oral and written communication skills required in order to educate, inform, develop documents, presentation materials, etc.
•Must be able to work in a fast paced, high stress operation with high standards of excellence.
•Must be able to support and perform tasks in a manner consistent with Integrity and Compliance standards.
•Must have practical experience with Word, Excel, Adobe applications.
•Must have ability to make independent decisions that are generally guided by established procedures.
•Must be able to handle sensitive, stressful and confidential situations and account information.
•Willingness and ability to learn new tasks.
•Minimum of four years prior secretarial experience required.
•At least two years previous experience must have been in direct relationship to Accounts Payables and Payroll processing.