Job description

Position: Executive Assistant

Reports to: Niki Cockram

Receives Work Direction from: Owners (Niki Cockram and Cheryl Bissonette)

FLSA: Non-Exempt

Date: February 2023

Position: Part Time (20 hours per week)

Schedule: Monday – Friday. Hours from 9 am – 1 pm.

PURPOSE OF POSITION: Responsible to support the owners in the day to day administrative, office, and marketing tasks to ensure that the practice goals and objectives are accomplished and that operations run efficiently.

• Maintain and refine internal processes that support owners and coordinate internal and external resources to expedite workflows.
• Plan and orchestrate work to ensure that owner’s priorities are met, organizational goals are achieved and best practices are upheld.

DUTIES:

• General. Manage professional and personal scheduling for owners, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate scheduling and calendar management, as well as content and flow of information to owners.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database (Handle client files for owners, as needed, including scanning and uploading to internal systems, and faxing to other agencies upon receipt of an ROI.)
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site
• Maintain professional standards of confidentiality including obtaining HIPAA compliance officer certification and ensuring office is compliant.
• Administrative Support. Provide administrative support to the owners, including but not limited to:

Carry out administrative duties such as filing, copying, scanning, mailing, etc.

• Ensure a positive experience for all current and potential new clients; returning calls within 24 hours of voicemail or email request.
• Complete initial client intakes for therapy services.
• Maintain client waiting list.
• Process insurance forms by working with billing department and filing accordingly.
• Assist with completing monthly contractor billing; keep track of refunds.
• Assist with managing and maintaining leadership’s account receivables.
• Maintain office supplies and equipment for FCCW; troubleshoot issues and respond to all related requests
• Ensure FCCW policies and procedures are up to date and signed by all contractors and employees, creating new policies and procedures as necessary.
• Assist with cleaning bathrooms, hallway and client waiting room.
• Maintain and organize contractor and employee anniversary and birthday celebrations.
• Help coordinate contractor workshops: registration, marketing, set-up
• Attend regular meetings with owners as scheduled to discuss business operations and pertinent tasks. Take notes at the meetings.
• Marketing/Communications responsibilities: Manage FCCW website.
• Manage FCCW social media content.
• Create and maintain waiting room announcements.
• Create FCCW fliers, brochures and resources, as needed.
• Coordinate wellness opportunities and networking opportunities to expand FCCW services.
• Client Operations Functions:

Handle client files for leadership, as needed, including scanning and uploading to internal systems, and faxing to other agencies upon receipt of an ROI.

• Ensure compliance and stay current with ever-changing state and federal laws or regulations specific to the practice and/or administrative documentation (State Statutes, Licensing Boards, Insurance Panels, HIPAA, PHI); prepare for and participate in audits as needed
• Conduct quarterly client file audits; insurance cards, photo ID’s, diagnostic assessment dates for clients
• Create and maintain bi-weekly business meeting notes

The responsibilities

listed above describe the general nature and level of work performed by staff members assigned to this position. It is not intended to be an exhaustive list of responsibilities required of this position.

Qualifications

• Two or more years of experience in an administrative role reporting directly to upper management
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in developing internal processes and filing systems
• Experience working with an electronic health records system (preferred).
• Enthusiastic, self-motivated and able to work alone without supervision, obtaining direction when needed.
• Maintain a positive and service-oriented attitude; Understand the important of building positive relationships.

Job Requirements:

• Work required hours per week.
• Maintain a sitting position for long periods of time.
• To be present, on time and ready for work at all times that the position requires.

Job Types: Full-time, Part-time, Contract

Pay: $18.00 - $21.00 per hour

Schedule:

• 4 hour shift
• Choose your own hours
• No nights
• No weekends

Ability to commute/relocate:

• Owatonna, MN 55060: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

johnandkristie.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, johnandkristie.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, johnandkristie.com is the ideal place to find your next job.