Administrative Assistant (Finance & Accounting Department)

Job Description

Manage calendars for Finance & Accounting Department (FAD) leaders, proactively resolving scheduling conflicts and ensuring leaders are prepared for meetings, conferences, and key engagements.

Coordinate meeting requests and scheduling activities with administrative assistants and internal stakeholders on behalf of FAD leadership.

Schedule and maintain annual recurring departmental meetings, including FSD Department Meetings, IBNR reviews, Quarterly OMS meetings, and other key business events.

Maintain and update payment memorandums, timesheet templates, invoice templates, and other administrative documentation.

Coordinate and distribute mass communications to affiliated physicians and clinicians, ensuring timely and accurate delivery of information.

Support physician and clinician data management activities, including database maintenance, demographic data entry, outreach, record updates, and reporting.

Prepare and process monthly and quarterly invoices for services provided by HPMG, ensuring accuracy and compliance with established procedures.

Distribute invoices to clients in a timely manner and monitor payment status, following up as needed to support collections efforts.

Generate and distribute monthly Accounts Receivable Aging Reports to management for review and analysis.

Review, reconcile, and submit monthly vendor and service invoices for payment; audit billing reports to identify inactive accounts, duplicate devices, and other cost-saving opportunities.

Collect monthly corporate card (C-Card) statements, track submissions, and follow up with cardholders to ensure compliance with reporting deadlines.

Provide comprehensive administrative, financial, and operational support to the Finance & Accounting Department, contributing to efficient department operations and strong stakeholder service.

Position Requirements

• Demonstrated knowledge of and skill in MS Office programs (Word, Excel, PowerPoint, Outlook, Teams).
• Previous experience as an accounting clerk is desired, but not required.
• Excellent interpersonal and professional communication skills.
• Must be able to handle multiple priorities in a timely and professional manner.
• Requires strong attention to detail and excellent organizational skills.
• Must be able to work onsite and travel to other facilities to support meetings and department operations.