Compliance Administrative Assistant

Works closely with department leadership and team members to support the department’s commitment to compliance and customer service. Provides administrative support for the entire department under the guidance and direction of department leadership. Establishes and implements mechanisms to streamline department processes, procedures and workflow. Works efficiently and effectively in a fast-paced multi-focused business environment.

Essential Functions

Performs administrative functions including but not limited to, typing, editing, filing, scanning, faxing, copying, processing mail and electronic communications, scheduling appointments, creating and maintaining calendars, shipping, arranging travel, preparing/reconciling expense reports and other duties as assigned.

Coordinates meeting events including but not limited to, arrangement and setup of physical or virtual meeting space and/or conference line/WebEx meetings, supports host/facilitators, creates and assembles event materials, composes and distributes related correspondence.

Records, transcribes and maintains minutes for departmental and other meetings as assigned.

Assists with typing, filing, computer-related skills and composes spreadsheets.

Responsible for daily and long-range calendar management for supervisor(s) requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.

Communicates and handles incoming and outgoing electronic communications on behalf of Supervisor(s).

Assists with maintaining general office appearance, functionality and supplies and maintains administrative files and correspondence.

Manages multiple projects and follows through on issues in a timely manner.

Maintains confidentiality appropriate to the Department activities/functions.

Responsible for assigned compliance oversight activities/projects.

Responsible for all mail and fax disbursement within the department, including the departmental email boxes.

Responsible for assisting with the on-boarding of new employees within the department, coordinating issuance and return of equipment, assisting with orientation, and maintaining potential candidate files.

Maintains current list of agency leadership.

Assists with timekeeping/payroll for department as assigned.

Manages regular report distribution to agency leaders on behalf of department as assigned.

Assist department managers with clerical needs (i.e., spreadsheet, presentation and document development as needed).

Orders general office supplies for department as needed.

Display a positive attitude towards Excellent Customer Service and is adaptable to the changing needs of the department.

Accesses PEPPER reports for all service lines and providers, uploads to the Shared Departmental Folder and emails out to provider leadership as necessary.

Submits departmental expenses as necessary.

Schedules and coordinates travel, lodging and meals as needed.

Assist with data entry for privacy, if needed (OnBase and post payments in Zirmed).

Other duties as assigned.

Education Requirements

Must be a high school graduate.

Education Desired

College education preferred, but not required.

Skill Requirements

• Pleasant and friendly telephone voice, be customer service oriented and a team player.
• Expertise with Microsoft Office Suite, Outlook and Adobe applications.
• Ability to cooperate, work and communicate with co-workers, supervisors, and/or outside contacts.
• Knowledge of corporate practices and business operations.
• Exceptional organization, written and verbal communication skills including mastery of English grammar and punctuation, and the ability to edit and correct documents.
• Ability to manage multiple priorities and work independently.
• Ability to type 70-90 words per minute.
• Ability to make decisions to ensure follow through on all assigned duties.
• Attention to detail.
• Time Management skills.