Phelps Health is a 2000-employee-strong hospital and healthcare system serving the heart of small-town Missouri. No matter where you start with us, we're committed to taking our team to the top. If you're ready for the challenge of providing life-saving care or supporting those who do, read on to find your fit in the Phelps Health family.
General Summary - The Administrative Assistant performs administrative and office support activities.
Essential Duties and Responsibilities - Greets staff, customers, vendors, contractors in a polite, kind and cooperative manner.
- Reviews and enters information into payroll system for Plant Operations staff.
- Processes and reviews invoices in coordination with Accounts Payable for timely payment.
- Fields telephone calls, directs visitors and vendors to appropriate managers or staff for assistance.
- Assists and corresponds with Phelps Health staff on the use and status of the computerized work order system.
- Prepares monthly reports, financial data, and written correspondence for Facility and Support and Plant Operations as directed.
- Completes appropriate paperwork for processing and purchasing of materials and supplies for projects and/or routine maintenance as directed. Works with Material Management Department, following hospital purchasing guidelines.
- Assigns appropriate tracking information on work order and places in Plant Operations Director or Manager's mail boxes for priority and staff assignment.
- Maintains appropriate documentation to meet compliance guidelines for all regulatory agencies.
- Keeps office areas, neat, clean and organized. Maintains orderly filing system.
- Fills in for administrative assistance of Facilities and Support when they are out of the office.
Education - High school diploma or equivalent required. Associates in Business, Clerical preferred.
Work Experience - One year experience of secretarial required. Proficiency in Microsoft office suites required.
Certification/License Mental/Physical Requirements - Mental ability required to follow written and verbal instructions and perform basic math skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, ability to meet multiple deadlines, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Extensive software and internet research skills are required with the ability to train others on system usage. Ability to learn and understand policies and procedures related to plant and facility operations and maintenance. Good telephone and communication skills. Must be able to lift 15lbs and transport oneself throughout the facility.
Working Conditions - Congested office setting due to staff, contractors, vendors, etc. May encounter dust, heat, cold and noise at times in maintenance and engineering areas. May have exposure to chemicals. Frequently works under stressful conditions due to demands of the department and the Phelps Health.
At Phelps Health, we think we have a better team, benefits, and opportunities for growth than anyone else around, and we invite you to see for yourself! Apply now to join us on our mission in health care.