Finance Admin Assistant- Full Time

Job Detail

• Job Title: Finance Admin Assistant- Full Time
• Req: 2022-0619
• Location: Hospital
• Department: Finance
• Schedule:

Job Description:

PURPOSE OF JOB: Responsible for various administrative, coordination and support duties to maintain the efficient operations of the Finance Division, and to ensure department meets obligations. Under guidance of the Chief Accounting Officer, works closely with Finance Directors, Finance and Accounting staff, completing project and routine department assignments, acting as liaison/resource to enhance communication with internal and external customers and accomplish goals related to Financial objectives.

• ESSENTIAL FUNCTIONS:

• Plays a key role as member of project team for systems implementation; assists in the administration of Doylestown Health's insurance liability program; Expedites renewal process for coordination; carries operational assignments to support financial cycle.

• Actively participates in and assists departmental and organizational improvement initiatives and goals. Coordinates work flow, monitors schedules and filing due dates, maintains project work plans. Gives attention to detail in an effort to ensure department obligations are met timely.

• Facilitates communication with Board Members, Senior Executives, Department Directors, Associates, Medical Staff, Patients, and other external contacts, such as vendors, community members, accounting and consulting firms, insurance carriers, and financial institutions.

• Maintains knowledge of Doylestown Health organization structure; develops knowledge and aptitude in various systems applications, demonstrates awareness of strategic plan and initiatives, mission and values; understands Administrative and Finance policies and procedures and keeps informed of any changes. Updates and distributes policies as necessary.

• Composes documentation and correspondence as necessary to facilitate essential communication and enhance accountability. Constructs meaningful records and maintains files in accordance with DH policies and federal regulations, as appropriate. Maintains documentation to support bond stipulations, and to ensure adherence to continuing disclosure requirements.

• Carries out responsibilities with an adherence to professional standards, a commitment to performance improvement, and an interest in professional growth and development.

II. JOB CRITERIA AND PERFORMANCE STANDARDS:

• Plays a key role as member of project team for systems implementation; assists in the administration of Doylestown Health's insurance liability program; coordinates and supports annual financial audit; expedites renewal process for liability insurance; carries operational assignments to support financial cycle.
  • Works to ensure timely renewal of Liability Insurance Policies.
  • Coordinating and assembling renewal materials with practice managers, directors, and insurance broker.
  • Supports annual renewal of Doylestown Health insurance policies for professional, general, malpractice, property, directors & officers liability coverage; with direction, completes renewal applications, gathers relevant data.
  • Completes annual distribution of coverage certificates to licensed professionals and related organizations; maintain file of certificates of liability coverage for outside entities operating at Doylestown Health facilities.
  • Maintains and monitors rosters for physicians, physician extenders, and other healthcare professionals, as well as for property and associate work locations, to ensure carrier is properly notified of additions/deletions.
  • Responsible for distributing certificates to correct departments.
  • Coordinating audit documentation, uploading files to the box, and tracking what still needs to be accomplished
  • Support system and process enhancements
  • Responsible for scanning of Accounts Payable invoices; develop and maintain filing system to allow for searching and easy retrieval of documents for accountants
  • Composes procedure documentation; composes, edits and revises policy documentation as directed.
  • Coordinates and completes periodic reconciliation of physicians and clinical professionals to ensure correct roster
  • Support project managers, participate in system testing, coordinating calendars, assembling reference materials to distribute
  • Processes payment requests with appropriate back up, cost center, cost, etc.
  • Assists Accounts Payable with Vendor invoice inquiries and contacting vendors for missing invoices to help maintain up-to-date system.
  • Responsible for maintenance of Vendor Master File in Meditech by entering new vendor information and updating system with changes.
  • Responsible for issuing PNC instant issue cards (gift cards) when requested by department Managers or Directors. Maintains records of documentation for cards issued.

• Actively participates in and assists departmental and organizational improvement initiatives and goals. Coordinates work flow, monitors schedules and filing due dates, maintains project work plans. Gives attention to detail in an effort to ensure department obligations are met timely.
  • Responsible for administrative and routine daily duties such as scanning, file maintenance and indexing, and special projects. Prioritizes tasks with multiple internal requirements and demands with little guidance.
  • Arrange meetings as necessary to support financial operations, ensuring meeting space and necessary equipment are ready and functioning properly. Maintain Finance calendars.
  • Facilitates meeting planning by scheduling conference rooms, welcoming visitors; develops methods for coordinating and preparation of materials/arrangements in a timely fashion; Coordinates catering and meeting set up and break down if required.
  • Promotes and supports change for progress by contributing to continual improvement and growth of Hospital's excellence through support of and participation in committees, task forces, training programs and in-services.
  • Uses interpersonal communication techniques that show a willingness to accept and give constructive feedback for promoting excellence.
  • Maintains departmental status report to ensure frequent scheduled updates and enhanced monitoring of progress on goals.
  • Works effectively with and provides efficient back up to support staff and/or other functions; submits maintenance requests for the office as needed. Also assists fellow Associates and supervisors in completing work, when requested or necessary.
  • Must be a team player within finance group and support key projects. Actively participates in and supports departmental and organizational quality initiatives and goals. Coordinates special events or meetings as requested.
  • Participate in meetings, upon request; respond to issues in a professional manner; represent the department with integrity; maintain confidentiality with sensitive information. Records minutes; initiates follow up meeting as needed.
  • Troubleshoots problem with job specific equipment and is recognized as department expert; anticipates usage and maintains an adequate inventory of supplies, assures that supplies and resources are used appropriately.
  • In coordination with the Finance Director, maintains the monthly closing calendar.
  • Organizes and prioritizes tasks in an environment with multiple internal stimuli and demands with little guidance. Coordinates work flow and keeps projects on schedule.

• Facilitates communication with Board Members, Senior Executives, Department Directors, Associates, Medical Staff, Patients, and other external contacts such as vendors, community members, accounting and consulting firms, insurance carriers, and financial institutions.
  • Facilitates office communication by extending courtesy, tact and diplomacy to patients, guests, visitors, Associates, Volunteers, Physicians and other contacts; identifies self and department when answering the telephone.
  • Composes correspondence, handles inquiries within position authority; provides necessary information to support patients, associates, physicians and department managers regarding financial matters.
  • Demonstrates excellent communication skills through interaction with various disciplines, using excellent interpersonal and problem solving skills.
  • Communicates, consults, and shares pertinent information with Senior Operations, Department Directors, Finance, Accounting, Patient Accounts, other departments, and fellow Associates.
  • Responds to routine internal/external department inquiries to accomplish daily department activities. Responds to external requests within 24 hours.
  • Answers telephone with appropriate identifying information; Screens calls and responds to routine calls. Relays messages accurately, ensuring communication of pertinent subject and contact information.
  • Coordinates preparation and distribution of materials for the Senior Operations Financial Statement review, Foundation Finance Committee, Contract Review Committee meeting.
  • Handles sensitive matters and inquiries with professionalism and good judgement.
  • Recognizes the importance of interdepartmental relationships and interacts effectively.
  • Facilitates mail sorting and responds to relevant correspondence appropriately. Ensures time sensitive items are brought to the appropriate one(s) accountable for responding.
  • Communicates, consults, and shares pertinent information with co-workers and supervisors accordingly. Demonstrates skills in team interaction to create a cohesive and productive work environment.
  • Maintain Finance division listing of staff, extensions, and emergency contact listing.

• Maintains knowledge of Doylestown Health organization structure; demonstrates awareness of strategic plan and initiatives, mission and values; understands Administrative and Finance policies and procedures and keeps informed of any changes. Updates and distributes policies as necessary.

• Understands Hospital Administration and Finance policies and procedures and keeps informed of any changes and new developments. Updates and distributes policies to directors and associates as necessary; maintains current Finance P&P manual on DH Intranet.

• Maintains knowledge of strategic imperatives, mission and values statement, an awareness of Government Regulations and third party insurance carrier arrangements. Understands and is aware of the Hospital's Strategic Plan and direction.

• With guidance of Finance Directors, prepare policy statements and edits as appropriate for clarification and update.

• Utilizing input from accounting team, maintain written Standard Operating Procedures (SOPs) pertinent to financial operations. Ensure they are accurate and current by facilitating a routine cycle of updates.

• Creates and maintains index of Finance policies and procedures and forms related to financial operations; issues announcement of updates, posts to DH Intranet.

• Manages Conflict of Interest matrix for annual reporting in IRS 990 forms for the System. Communicates with Board Members and Key Personnel as appropriate.

• Supports collection and reporting of information of Community Benefits for annual reporting in IRS 990 forms for the System.

• Reconciles timecards in KRONOS Timekeeping module. Responsible for bi-weekly approval of timecards in KRONOS system.

• Composes documentation and correspondence as necessary to facilitate essential communication and enhance accountability. Constructs meaningful records and maintains files in accordance with DH policies and federal regulations, as appropriate. Maintains documentation to support bond stipulations, and to ensure adherence to continuing disclosure requirements
  • Composes correspondence as necessary to facilitate essential communication; creates, edits, and revises documents to support recording of minutes, resolutions, work plans, user guides, and reference material.
  • Relies on advanced computer skill with Microsoft Office, Outlook, Adobe as well as other technology relative to the job, including Hospital specific applications (e.g., Directors' Desk, Meditech) to further the organizations goals and to serve customers' needs.
  • Prepares letters, assembles packages, and distributes correspondence with outside organizations (e.g., letters of appeal for insurance issues; account level detail for third party audit).
  • Attends meetings as requested taking minutes and transcribing for distribution. Publishes minutes after review by appropriate manager, and helps to ensure defined tasks are clearly communicated.
  • Prepares acknowledgement/response letters for Patient Billing Issues on behalf of Director of Patient Accounts as requested.
  • Create and design forms, worksheets, data bases and spreadsheets as needed.
  • Demonstrates initiative and self-direction in completion of assigned responsibilities, i.e., projects, reports, and power point presentations.
  • Creatively designs, edits and creates documents with various tools, including industry standard and Hospital specific applications.
  • Maintains files, records, reports, policy and procedure manuals, correspondence and assists with setting up functional office systems for finance division.
  • Complies documentation then generates monthly, quarterly, and yearly invoices; Distributes pertinent information along with invoice according to predetermined schedule. Maintains files for ease of review.
  • Gathers, files, indexes, and maintains pertinent records and documentation to support adherence to bond documentation policies, due diligence and as well as annual reporting to government and bond rating agencies.
  • Establishes and maintains index of historical financing, contractual and capital acquisition records, both in paper and electronic form, to ensure ease in retrieval and efficient use of space.
  • Maintains library of all financial and legal records as required by bond agreement stipulations, government regulations and bond rating agencies; adheres to DH document retention policies related to financial operations.
  • Maintains file of DH contracts related to on-going expenditures, debts, loans, leases, maintenance and service agreements, joint ventures, administrative and physician fees.
  • Creates and maintains various paper and electronic filing systems. Enters updates and retrieves information stored in files and database.
  • Safeguards and protects confidential information according to established policy.
  • Organizes records for agreements, projects, third party contracts, related entities and DH policies, so that useful information can be easily retrieved and cross-coverage of duties can be accomplished easily.
  • Establishes and ensures adherence to purge schedule as appropriate for keeping records current and tidy.

• Carry out responsibilities with an adherence to professional standards, a commitment to performance improvement, and an interest in professional growth and development.
  • Maintains professional demeanor as an assertive, proactive starter. Ability to work independently, set priorities, troubleshoot, multi-task and exhibit attention to detail.
  • Must be able to handle sensitive matters and exercise excellent judgment. Ability to manage multiple conflicting guidelines and competing priorities.
  • Must be extremely resourceful, flexible and take initiative; is a good leader and communications hub for his/her respective area.
  • Use verbal and written communication skills, keeping management informed of issues and important decisions, and providing updates regarding the progress of projects and resolution of open issues.
  • Models a culture of service and upholds strong communication skills to facilitate good associate relations and to support the needs of internal customers for payroll, accounts payable, and expense reporting.
  • Recognizes the importance of interdepartmental relationships and interacts effectively; promotes a team environment to reach effective solutions; problem solving and organizational skills are necessary to ensure accuracy, efficiency and timeliness.
  • Take ownership for professional development; seek current knowledge related to accounting practices, healthcare finance, and other relevant topics.
  • Approach problems proactively and responsibly, bringing issues to the attention of appropriate personnel so that corrective action may be taken promptly.
  • Seeks opportunity and uses own initiative to enhance office and hospital productivity and/or reduce costs.
  • Practices safe work habits and maintains a safe working environment. Adopts and practices safe work habits and acts within security guidelines.
  • Make recommendations for improvements; Completes work assignments; asks for guidance when deadlines or priorities are unclear or confusing.
  • Perform other duties as necessary.
    

Job Qualifications:

V. QUALIFICATIONS:

• Education: Bachelor or Associate Degree helpful, if no post-secondary Degree, commensurate relevant experience (5+ years) and expertise.

• Experience: 4+ year of office experience in executive setting with public contact.

• Other Skills: Position requires strong knowledge of MS Office including Word, Excel, Power Point, Publisher and Outlook; Experience in drafting written correspondence at an Executive level; must be articulate and poised; familiar with telephone, email, FAX machine and duplicating equipment; strong verbal and written communication skills; ability to compose spreadsheets and data display; proven excellence in customer service; strong project management skills; strong team player and adaptable; ability to work independently; good interpersonal skills.