What are the responsibilities and job description for the Secretary Administrative position at Mercyhealth?
Overview:
Assists the executive director and management staff in the organization and communication of information. Serves as the contact person for access to administrative staff functions. Assists executive director and all agency staff with requested special projects. Other duties as assigned.
- East Clinic, Janesville WI
- 80 Hours/2 Weeks
- Monday-Friday, Day Shift
Essential Duties and Responsibilities
- Schedules appointments, meetings, seminars and other functions for Executive Director and all agency staff.
- Coordinates various partner/agency functions as requested.
- Secures all meeting room reservations for all staff.
- Answers telephone for director if necessary, screens and directs calls appropriately.
- Transcribes, types and proofs correspondence, creates agency forms, creates agency spreadsheets, memos, agendas, reports, policies and notices, etc.
- Orders office supplies. Orders and stocks shelves with building supplies.
- Creates, organizes and maintains proper logs and files.
- Provides administrative support for all special projects.
- Attends meetings and participates on committees as directed taking meeting minutes, and sending out final reports.
- Completes all processes of invoice coding, processing and payment of invoices using the portal system.
- Completes all requisition processing for requested items using the PMM system.
- Crossover and assist with billing services with duties consistent with Patient Accounts Specialist including: Responsible for skilled staff payroll, entering services for billing, verification and authorization of insurance, maintaining billing records, entering payments and follow-up of correspondence in the absents of other team member. Assist with maintaining spread sheet to ensure authorization is obtained for all services rendered for commercial, Medicaid Managed, and Medicare Managed cases. Other billing tasks as needed.
- Completes all processing of invoices for patient supplies.
- Assist with recording, tracking, and updating all aspects of agency equipment disbursement to partners.
- Ordering of all printed materials.
- Tracking, recording, activating, and suspending all agency field staff cell phones.
- Assist with annual budget planning process.
High school diploma or equivalent. Three years of experience and/or training in secretarial field, or equivalent combination of education and experience
Special Physicial Demands:
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Culture of Excellence Behavior Expectations:
To perform the job successfully, an individual should demonstrate the following behavior expectations:
Quality - Follows policies and procedures; adapts to and manages changes in the environment; Demonstrates accuracy and thoroughness giving attention to details; Looks for ways to improve and promote quality; Applies feedback to improve performance; Manages time and prioritizes effectively to achieve organizational goals.
Service - Responds promptly to requests for service and assistance; Follows the Mercyhealth Critical Moments of service; Meets commitments; Abides by MH confidentiality and security agreement; Shows respect and sensitivity for cultural differences; and effectively communicates information to partners; Thinks system wide regarding processes and functions.
Partnering - Shows commitment to the Mission of Mercyhealth and Culture of Excellence through all words and actions; Exhibits objectivity and openness to other's views; Demonstrates a high level of participation and engagement in day-to-day work; Gives and welcomes feedback; Generates suggestions for improving work: Embraces teamwork, supports and encourages positive change while giving value to individuals.
Cost - Conserves organization resources; Understands fiscal responsibility; Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue.
Benefits:
Quality - Follows policies and procedures; adapts to and manages changes in the environment; Demonstrates accuracy and thoroughness giving attention to details; Looks for ways to improve and promote quality; Applies feedback to improve performance; Manages time and prioritizes effectively to achieve organizational goals.
Service - Responds promptly to requests for service and assistance; Follows the Mercyhealth Critical Moments of service; Meets commitments; Abides by MH confidentiality and security agreement; Shows respect and sensitivity for cultural differences; and effectively communicates information to partners; Thinks system wide regarding processes and functions.
Partnering - Shows commitment to the Mission of Mercyhealth and Culture of Excellence through all words and actions; Exhibits objectivity and openness to other's views; Demonstrates a high level of participation and engagement in day-to-day work; Gives and welcomes feedback; Generates suggestions for improving work: Embraces teamwork, supports and encourages positive change while giving value to individuals.
Cost - Conserves organization resources; Understands fiscal responsibility; Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue.
Mercyhealth offers a generous total rewards package to eligible employees including, but not limited to:
- Comprehensive Benefits Package: Mercyhealth offers a retirement plan with competitive matching contribution, comprehensive medical, dental, and vision insurance options, life and disability coverage, access to flexible spending plans, and a variety of other discounted voluntary benefit options.
- Competitive Compensation: Mercyhealth offers market competitive rates of pay and participates in various shift differential and special pay incentive programs.
- Paid Time Off: Mercyhealth offers a generous paid time off plan, which increases with milestone anniversaries, to allow employees the opportunity for a great work-life balance.
- Career Advancement: Mercyhealth offers a number of educational assistance programs and career ladders to support employees in their educational journey and advancement within Mercyhealth.
- Employee Wellbeing: Mercyhealth has a focus on wellbeing for employees across the organization and offers a number of tools and resources, such as an employer-sponsored health risk assessment and a Wellbeing mobile application, to assist employees on their wellbeing journey.
- Additional Benefits: Mercyhealth employees have access to our internal and external employee assistance programs, employee-only discount packages, paid parental and caregiver leaves, on-demand pay, special payment programs for patient services, and financial education to help with retirement planning.
