Finance Assistant

Job Summary
The Finance Assistant’s primary job function is to provide administrative and clerical support to the Chief Financial Officer (CFO) and the finance department. This position helps with managing financial records, processing invoices and payments, assisting with budgets, enforcing organizational policies and procedures, and ensuring compliance with healthcare financial regulations. The Finance Assistant plays a key role in ensuring that financial processes run smoothly.

Job Specific Competencies
1. Supports CFO:
a. Coordinate meetings, including scheduling, attendance, preparation of agenda, take and transcribe minutes, order meals as needed, and provide ongoing updates of schedule changes for the CFO
b. Coordinate meetings with internal and external customers.
c. Prepare and maintain information for meetings including PDF packets, presentations, and files.
d. Assist with project planning and tracking milestones to final completion.
e. Maintain filing system for CFO projects, contracts, and meeting minutes.
f. Schedule Finance Committee preparation meetings, department meetings, and other meetings as requested.
g. Assist CFO with the processing, filing, and distribution of documents.
h. Draft letters and document revisions under the direction of the CFO.
2. Provides support to CFO’s Direct Reports:
a. Manage the Financial Management items from the Compliance Calendar and schedule calendar reminders to include delegated members.
b. Primary Administrator of employee purchasing card program including training, maintenance, review, and oversight of program compliance.
c. Coordinate all Finance related meetings, including scheduling, attendance, preparation of agenda, take and transcribe minutes, order meals as needed.
d. Support the annual budget, audit, and UDS reporting projects.
e. Cross-train and support other team roles as needed.
3. Administrative Functions:
a. Provide Notary Public services as requested by CVCH.
b. Cross-train and provide back-up support to other Office Assistants as needed.
4. Exemplify Excellent Customer Service:
a. Exemplify excellent customer relations with patients, visitors and staff: demonstrating integrity, courtesy, friendliness, helpfulness and respect.
b. Demonstrates a positive attitude that reflects favorably on CVCH’s image.
5. Competent in use of computer applications:
a. Microsoft Office including OneNote
b. Sharepoint
6. Other duties as assigned by CFO.
General Duties and Responsibilities
1. Maintains strict confidentiality of all sensitive information.
2. Expected to be prepared to start shift at scheduled time, meet attendance standards, and work the hours necessary to perform the essential functions of the job.
3. Conforms to safety policies, general housekeeping practices.
4. Demonstrates sound work ethics, flexible, and shows dedication to the position and the community.
5. Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and coworkers.
6. Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
7. Employees are expected to embrace, support and promote the core values of respect, integrity, trust, compassion and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others.
8. Conforms to CVCH policies and Joint Commission and HIPM regulations.

Job Specifications
1. Education: High School Diploma or equivalent. AA or equivalent combination of education and experience preferred.

2. Certification/Licensure: N/A

3. Experience: Two years’ experience preferred in an administrative capacity. Strong knowledge of Microsoft Office. Bookkeeping experience preferred. Notary Public Preferred.

4. Language Skills: English required.

5. Essential Technical/Motor Skills: Strong knowledge of computer applications and equipment related to work. Strong experience with Microsoft Office software. Highly proficient typist, at least 70 wpm. Demonstrates effective verbal and written communication skills. Ability to analyze and solve problems. Exhibit strong customer service skills. Ability to represent the organization in a professional manner in a variety of settings, meet people with ease, and excellent communication skills. Ability to interpret and analyze informational needs. Ability to gather data, compile information, and prepare reports. Ability to create, compose, and edit written materials. Records maintenance skills. General office skills (e.g., telephone etiquette, filing, copying, use of office equipment, preparation of meeting agenda and minutes etc.). Well organized under pressure.

6. Interpersonal Skills: Mature judgment, ability to work without constant supervision. Neat, clean, professional appearance and excellent English skills (oral and written) and legible penmanship. Excellent interpersonal and communication skills; ability to work with all professional/technical staff, senior management, and external customers. Demonstrate strong organizational skills and effective use of time. Must work independently and establish priorities, organizing workload to complement the needs and deadlines of the organization. Demonstrated skill in supporting productive work teams. Ability to demonstrate personal integrity in all interactions. Excellent organizational, interpersonal and networking skills with large groups as well as with individuals are essential. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.

7. Essential Physical Requirements: This job is performed mostly in a typical inside, office environment. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to read forms, computer screens, correspondence and other documents. Must be able to work a flexible schedule.

8. Essential Mental Abilities: Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. Ability to read, comprehend, and analyze documents, regulations, and policies. Ability to assess and evaluate documents to prepare and submit complete and succinct documents necessary to the job. Problem solving and analytical skills are required with a heavy emphasis on detailed analysis of information to support actions.

9. Essential Sensory Requirements: Essential sensory requirements include the ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; see, recognize, receive and convey detailed information and instructions orally, by telephone, and in person.

10. Exposure to Hazards: Worker is subject to inside environmental conditions on a frequent basis with moderate noise. Typical working conditions found in most administrative work areas. Worker has contact with staff and may be exposed to medical conditions presented by them.

Blood/Fluid Exposure Risk
Category III
1. Tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. Category I tasks are not a condition of employment.

Age Specific Competency
Position does not involve patient care. Position will demonstrate general knowledge and skill to effectively communicate and provide safety measures to all life cycles.

Telecommuting:
• Position eligible for Partial Telecommuting

This description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions may be assigned, and management may, with or without notice, add or change the duties at any time. Employees are employed “at will”.

“Partnering to achieve optimal health and wellness with compassion and respect for all.”