Administrative Assistant

Job Summary

The Administrative Assistant at North Mississippi Health Services is responsible for facilitating the effective and efficient function of their assigned department or service line. This includes facilitating communication in a timely and professional manner, completing administrative duties such as calendar management, maintaining and preparing documents and records, managing and monitoring data retrieval and entry, and completing purchasing as needed to maintain department stock in a budget‑compliant way to support optimal area function.

• Provides high level administrative support.
• Performs general office duties and day‑to‑day administrative tasks.
• Schedules appointments, travel, and meetings for the management team of the service line.
• Answers and screens telephone calls.
• Directs incoming/outgoing calls to appropriate parties or takes messages.
• Communicates with internal and/or external customers via oral, electronic, and written communication.
• Serves as a resource for information on policies and procedures.
• Possesses the ability to handle information of a sensitive or confidential nature in a professional manner.
• Possesses the ability to interact tactfully and diplomatically with personnel concerning situations of a sensitive nature.
• Prepares, maintains, and files appropriate administrative records/documents.
• Keeps minutes for various committees.
• Enters and monitors all statistical data, and coordinates cardiology outreach financials.
• Purchases materials for departmental use with budget limitations.
• Processes bills and invoices associated with purchased material or consulting services.
• Completes data retrieval and reporting, entering data as necessary for billing and collection.
• Adheres to NMHS Policies/Procedures/Guidelines.
• Complies with JCHAO and HIPAA regulations/guidelines.

Education

• Required: High School Diploma or GED Equivalent.
• Preferred: Associate's Degree with experience in a related field.

Work Experience

• 1-3 years minimum of 3 years experience as an Administrative Secretary or Assistant.
• 1-3 years minimum of 3 years working in a health-related field.

Knowledge, Skills, and Abilities

• Strong clerical and organizational skills.
• Excellent written and verbal communication.
• Working knowledge of computer skills.
• Proficiency in Microsoft Word, Excel, and Power Point.
• Proficiency in use of various office equipment.
• Excellent interpersonal skills.
• Self‑Starter; ability to work independently.
• Ability to effectively and efficiently organize and prioritize work assignments.
• Ability to anticipate the needs of the clinic.
• Exhibit and promote integrity in the workplace.
• Extensive contact with Service Line Administrator, physicians, staff and co‑workers.
• Positive, caring attitude toward clients, patients, staff and the public we serve.
• Professional demeanor, telephone etiquette, and effective interpersonal skills.

• Financial Responsibility.
• Sales Revenue Target Responsibility.
• Approval Responsibility.
• P & L Responsibility.
• Assets Controlled.
• Controllable Expenses (e.g., Payroll and other budgeted items).
• Total Financial Responsibility:
  Budget Responsibility.
• Primary Budget Responsibility.
• Shared Budget Responsibility.