Administrative Assistant - Florida Medical Clinic

Our Vision is to be the best choice for healthcare in our community

Job Title:                    Administrative Assistant

Reports to:                Director of Physician Offices

Dept.:                         Administration 

Job Summary:      Assists the Directors on a daily basis supporting the departments. The team member will need to be able to work well with a team, be able to multi-task, and be able to keep up with multiple schedules for our Operations team. Candidate must have strong customer service skills, able to assist with customer complaints, well organized, self-starter, Excel experience a plus! 1 year experience in a related field, strong communication and organizational skills, advanced knowledge of Microsoft applications

WHAT DOES FMC HAVE TO OFFER ITS EMPLOYEES?

We offer a wide choice of compensation and benefit programs that are among the best.  From competitive salaries to retirement plans. We make every effort to take care of the people who make our company great.

• Gives you an employer that you will have pride in working for
• Provides excellent training programs and opportunities for growth
• Offers Medical Benefits including:
  • Employer Contributions to HSA high deductible plan
  • Discounts at our medical facilities
  • Cigna Open Access OAPIN & OAP plans
• Supports Incentive based Wellness Programs
• Offers company sponsored Life Insurance with buy-up provisions
• Provides Dental, Vision, Long and Short Term Disability, Accident & Illness policy options
• Supports Paid Time Off and Holidays
• Gives generous 401K plan with annual 3% Employer contribution after one year of employment
• Values and appreciates its employees
• Boasts a reputation for superior health care and quality service

Essential Functions of the Position:

• Administrative Functions
• Coordinates call schedules
• Maintains master copy of the call schedules as directed
• Distributes call schedules to necessary parties with changes
• Communicates with answering service regarding changes in group
• Assists in recruiting candidates for open positions
• Reviews applications and resumes to select applicants
• Conducts screening interviews for Directors for open positions
• Performs reference checks on prospective employees
• Handles collaborative agreements between physicians and the ARNPs
• Creates the collaborative agreements for new ARNPs with the appropriate physicians, obtains signatures, and sends them out to the necessary parties
• Ensures annual notices are mailed to the state each year
• Notifies the state when collaborative agreements are terminated
• Facilitates meetings
• Arranges catering for meetings when needed
• Coordinates meetings with attendees, sends out reminders and reserves space
• Organizes and schedules educational seminars for providers and staff
• Serve’s a liaison between Clinic and Hospital Medicine Physicians

• Manages work flow within the department
• Answers incoming phone lines and handles messages
• Oversees Admin B office inventory and generates purchase requisitions
• Distributes incoming and outgoing mail
• Distributes incoming faxes
• Records PTO requests and distributes signed copies to appropriate staff
• Delivers Access Agreement forms to IT
• Produces memos, spreadsheets, forms and letters utilizing various software products
• Organizes and maintains Director’s files and department manuals
• Researches invoices as required by Directors
• Addresses software, hardware, phone, and G-NAV system issues and creates IT tickets if unable to resolve, and monitors ticket statuses daily  
• Addresses facility issues and creates work tickets for Maintenance
• Maintains petty cash

• Assists with payroll

• Distributes PTO accrual by department via email to Supervisors
• Reviews and updates employee attendance for Supervisors through electronic time system
• Reviews time clock reports for the departments for corrections
• Enters miscellaneous time (i.e. PTO, CME, jury duty, and bereavement time) as needed if available and approved
• Assists in collecting time sheets for salaried employees

Additional Responsibilities: 

• Maintains an organized and clean work area
• Performs other incidental and related duties as required and assigned

Physical and Mental Demands:

• Normal physical ability
• Above average concentration and high level complexity of decision making
• High level verbal and written communication skills
• Above average ability to manage multiple tasks simultaneously

 Occupational Exposure:

• Low risk exposure to bloodborne pathogens and chemical hazards

 Job Qualifications:

• High school graduate or GED equivalent
• Excellent interpersonal and communication skills
• Strong computer proficiency in Word, Excel and other applications
• Demonstrated ability to lead people and get results through others
• Ability to plan ahead, organize and manage multiple priorities
• 1 year experience in related field required

We are an Equal Opportunity Employer and make employment decisions without regard to race, gender, disability or protected veteran status