HR / Executive Assistant

POSITION SUMMARY

The HR/Administrative Assistant at SacENT is a multi-functional role and acts as the Human Resources Assistant and Executive Assistant with some back-up accounting functions.

ESSENTIAL FUNCTIONS

Human Resources Assistant - Assist with day to day operations and perform office support functions, including: hiring and recruiting support, personnel files maintenance, first point of contact for HR general questions, maintaining office supplies, processing mail/interoffice routing, filing, processing correspondence, calendaring/scheduling meetings and appointments, making travel arrangements, processing expense forms and invoices, photocopying, and other general organizational and support functions.

• Support recruitment and new hire processes. Help coordinate hiring process, screening candidates, and conducting phone screens. Coordinate pre-employment screenings and scheduling interviews. Informing supervisors and coordinators of candidates being scheduled for an interview(s) in the Outlook calendar.
• Coordinate HR sponsored events including training and orientations i.e. request training room for HIPPA and Breach Testing, create new employee files in the HR filing system in Laserfiche, put together new employee training binders, get authorization from IT to issue key fobs and create name tags.
• New Hire Orientation: emailing out pre-hire documents and coordinating new hire paperwork in our intranet. Discuss employee personal files, paychecks, benefits, 401K, dress code, emails to expect within 24 hours of start date from HR and communication. Give tour of Expo facility, issue new employee(s) picture IDs/key fob and explaining access/usage, collect new hire training certificates, contact coordinator/supervisor for 2nd day start time/where/who to meet. Scan and/or transfer all new employee documents in the HR filing system in Laserfiche. Discuss our time keeping system through iSolved.
• Maintain employee files and the HR filing system in Laserfiche.
• Payroll Support entering new hire and tax information, including accurate input of employee time/PTO/Unpaid Time Off/Holiday/Sick time into the company's time keeping application (iSolved), input mileage/expense reimbursements in the payroll application, transfer hours and accruals in iSolved, and paycheck distribution.
• Assist employees and applicants with questions and requests; provide information regarding policies or resources as appropriate; refer questions and issues as necessary to appropriate HR staff member.

Executive Assistant - Assist the CEO, President, members of the board and physicians/mid-levels with their day to day needs. Assist with a broad range of administrative duties to support the CEO and/or Executive Team members (collectively, "Executives"). Represent the CEO and act as the point of contact as necessary between the President and internal and external partners. Update schedules and calendars for the CEO and/or Executive Team members.

• Coordinate Executives' attendance at all events, dinner meetings, annual retreats including managing all travel arrangements, ensuring Executives have required travel itinerary and substantive information necessary for Executives to attend events in a timely and organized manner; may also coordinate travel itinerary for other company staff as directed by Executives. Serves as the point of contact.
• Research, collect and prepare background information or materials as necessary for meetings of Executives; assists in creation of Executives' presentations; provide all other information, documents and records to Executives as necessary to assist with their decision making.
• Plan and organize special events on behalf of the company which may include organizing event space, catering, invitation lists, signage, and other meeting requirements.

Back-up Accounting functions - (in the absence of the accounting clerk(s) & payment poster) - responsible for functions related to preparing/processing/verifying and maintaining accounts payable, invoicing, general accounting procedures in the Sage Mas 100 system.

• Accounting Support - include accurate vendor invoicing: data entry, reconciliation of vendor statements with patient/insurance/company accounting records, posting approved entries in the general ledger, finalize checks weekly for invoices approved for payment. Input purchase orders.
• Handle all SENT Hearing Aid invoices (Siemens, Oticon, Westone, Starkey, Spectrum, Widex, Unitron & Phonak). Duties include accurate vendor invoice data entry, making payments and posting approved entries in the general ledger. File all entries in the Accounting filing system in Laserfiche. Keeping in close contact with vendors and Dr. Robinson.
• Processing the mail and separating the Patient Payments with the Insurance Payments to be deposited daily into the River City Bank accounts. Preparing, processing and approving Patient Payments and Insurance Payments daily. Updating the deposit sheet daily with patient payments, insurance payments, Medi-Cal/Molina, San Joaquin Health Plan and cash/check deposits.
• Balancing the daily deposits and transaction journal entries. Weekly deposit runs to the bank.
• Coordinate, distribute, maintain and pay the office invoices for uniform/scrub orders and office business cards.
• Promotes the mission statement of the company and maintains a strong understanding of all of the company's programs and initiatives.

OTHER

• Other duties as assigned.

KNOWLEDGE, SKILLS AND EXPERIENCE

Minimum Education (or substitute experience) required:

• High School degree

Minimum Experience required:

• Proven experience as an HR assistant, staff assistant or relevant human resources/administrative position.

Travel:

• Ability to travel to and work at various office locations based on staffing needs and schedule
• A valid CA Driver's license is required

Skills required:

• Highest level of ethics and confidentiality
• PC literacy (MS Office, in particular)
• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Strong interpersonal skills
• Ability to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings
• Ability to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
• Ability to prioritize and plan work activities as to use time efficiently
• Organized, accurate, thorough, and able to monitor work for quality
• Dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback

Current Openings for HR / Executive Assistant Jobs at Sacramento Ear, Nose & Throat