Shared Services Clerk

Simon Eye and Center for Advanced Eye Care are partner practices with a combined 34 Optometrists, 8 Ophthalmologists, and 190 staff serving patients across the state of Delaware and in Pennsylvania with locations in Glen Mills, Bryn Mawr, and Bucks County. We are aligned to ensure our communities can access patient-centered, medically oriented full service eyecare delivered in convenient locations with friendly, knowledgeable doctors and staff.

The Shared Services Clerk provides entry-level administrative support to help maintain efficient daily operations across all Simon Eye locations. Working under direct supervision, this role supports the Shared Services team with routine tasks related to finance, facilities, supplies, IT coordination, and general office administration. This role is ideal for a detail-oriented, organized individual looking to grow within operations or shared services in a multi-location healthcare environment.

Key Responsibilities
Finance & Accounts Payable

• Log, review, and enter vendor invoices for processing
• Maintain organized electronic and paper filing systems
• Track vendor documentation (e.g., W-9s) and follow up on missing information
• Assist with basic payment tracking and simple reporting

Facilities & Maintenance

• Maintain vendor contact lists and log maintenance requests
• Assist with scheduling service appointments and tracking open items
• Gather facility-related documents, quotes, and updates from locations

Supplies & Procurement

• Update inventory spreadsheets and prepare routine reorders
• Track order confirmations and deliveries
• Maintain organized supplier records and pricing information

IT & Administrative Support

• Assist with maintaining user and contact lists
• Provide general office support (mail distribution, scanning, filing)
• Help coordinate meetings and basic logistics
• Support simple, supervised medical record requests (HIPAA compliant)
• Assist with gathering information for leadership reports

Qualifications

• High school diploma or equivalent required; some college or an associate degree a plus.
• Office, clerical, or administrative support experience preferred.
• Familiarity with data entry or invoice handling helpful but not required.
• Basic skills in Microsoft Office (Word, Excel, Outlook) with willingness to learn new systems.
• Strong attention to detail and ability to stay organized.
• Able to follow step-by-step instructions and ask questions when unsure.
• Clear communication skills, both written and verbal.
• Comfortable handling repetitive tasks accurately.
• Professionalism when working with confidential information.
• Willingness to support multiple departments as needed.