Administrative Assistant/Receptionist

Tennessee Hospital Association

Brentwood, TN (Nashville suburb)

HQ, Office & Administrative Support


Position Description / Responsibilities

JOB SUMMARY:

This position is primarily responsible for ensuring the daily operations of the receptionist desk and switchboard are handled with professionalism.  Provides administrative support for the Vice President, Accounting/CFO (CFO) and assists the CFO with special projects as needed.

   

ESSENTIAL FUNCTIONS OF THE JOB: (listed in order of importance) List your principal accountabilities; identify what you do, what end results you are accountable for, and how you measure your success.

 

1.      The ability to adapt to a changing work environment and meet challenges presented throughout the day

2.      Answer telephone in a professional manner and screen and direct calls to appropriate staff members

3.      Must be available in the office lobby during regular office hours

4.      Greet guests and direct them to the proper destination

5.      Receive packages from Fed Ex, UPS and other courier services and ensure their delivery to the appropriate staff member in a timely manner

6.      Receive faxes from the main THA fax number and distribute them to appropriate staff in a timely manner

7.      Change the voicemail greeting for the switchboard as needed

8.      Enter information for checks received into Excel spreadsheet daily

9.      Monitor weather radio and alert staff promptly if there is a weather warning

10.  Record and file THA staff time off and generate reports for payroll and as needed

11.  Submit quarterly reports to the U. S. Department of the Treasury-IRS and State of Tennessee Registry of Election Finance for Friends of THA Political Action Committee (PAC) and HOSPAC funds received

12.  Conduct switchboard training for staff as needed, record voice mail message for staff on leave as requested and clear out voice mail and record “vacant extension” message for employees who have left THA employment

13.  Make changes to the schedule for locking and unlocking the building entry doors

14.  Provide general administrative and clerical support to CFO, which includes scheduling committee conference calls/meetings and emailing related meeting information and writing general correspondence, as well as helping to compile mail-outs to member hospitals and past employees

15.  Arrange catering for events for which Accounting is responsible

16.  Input budget information in Accounting software, verify its accuracy and distribute the appropriate information to each department

17.  Mail out checks for accounts payable (AP) with related backup material

18.  Maintain list and copy of current employees’ valid driver’s license and auto insurance information

19.  Assist with end-of-year filing of AP accounts

20.  Provide general administrative and clerical support to staff in Accounting department as needed

21.  For visitor Wi-Fi access, keep Wi-Fi info at front desk

22.  Provide a quality control review of AP checks to ensure accuracy and appropriateness of checks written, including, but are not limited to, reviewing check approval, amount, invoice period, vendor being paid, and address

23.  Run reports that identify staff that have not submitted their timesheets by established deadlines and provide reminders to staff

24.  Correct time entry errors in timesheet system

25.  Provide timesheet training for new staff and assistance to staff, as needed, for entering time in the timesheet system


MARGINAL JOB FUNCTIONS:


1.      Maintain the key for the THA pool car and provide it to staff as needed

2.      Provide administrative assistance to other departments as needed

 

Skills Required to Perform the Duties of the Job:

 

1.      Ability to communicate with coworkers and the public in an effective, courteous and professional manner

2.      Must be proactive and detail oriented

3.      Ability to multi-task and prioritize tasks

4.      Must be proficient in several computer programs, including Microsoft Outlook, Word, the basics of Microsoft Excel, accessing information in CRM and inputting information and generating reports in Solomon

5.      Must be skilled in administrative and clerical procedures

6.      Ability to work under pressure and meet deadlines


 

ORGANIZATIONAL STRUCTURE:  (Positions reporting directly to you, if any, and their areas of responsibility)

 

None

  

THIS COMPANY RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION IN ANY WAY THE COMPANY DESIRES.  THIS JOB DESCRIPTION IN NO WAY IMPLIES THAT THESE ARE THE ONLY DUTIES, INCLUDING ESSENTIAL DUTIES, TO BE PERFORMED BY THE EMPLOYEE OCCUPYING THIS POSITION.  THIS JOB DESCRIPTION IS NOT AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. THE EMPLOYMENT RELATIONSHIP REMAINS “AT-WILL.”  THE AFOREMENTIONED JOB REQUIREMENTS ARE SUBJECT TO CHANGE TO REASONABLY ACCOMMODATE QUALIFIED DISABLED INDIVIDUALS.

 



Position Requirements

Educational and Experience Requirements Needed to Perform the Duties of the Job:

 

High school diploma required


Application Instructions

Please email your resume along with a cover letter to scrutchfield@tha.com or fax it to 615-242-8327.

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