at SIU Medicine in Springfield, Illinois, United States
Job Description
Description
The function of this position is to provide assistance to the Director and administrative staff of Patient Business Services in SIU Medicine.
Examples of Duties
55% Administrative Duties
Provide assistance to the Director of Patient Business Services, Assistant Directors, and other administrative staff within the unit.
Handle confidential meetings and employee files, which includes hiring, salary, evaluation, discipline, and termination information.
Compose letters and memoranda, which often includes confidential and sensitive information, as requested.
Type from drafts or dictation documents such as procedures, policies, memoranda, and letters to patients, physicians and staff.
Prepare for new hires and desk audits by completing Personnel/Budget forms, scheduling interviews, and processing Human Resources paperwork.
Maintain an active appointment calendar of meetings and professional appointments for the Director. Schedule meetings by notifying participants, acquiring conference rooms, and arranging any catering of food. Responsible for notifying the Director of all meetings and obtains any materials needed for the meetings.
Verify, record and submit civil service, semi-monthly and AP payroll and fringe benefits for the Department.
Manage inventory of all PBS forms and clinic billing forms and send to departments as requested.
Resolve building issues as they arise. Submit work orders accordingly.
Assist in the Office of the Comptroller's Annual Inventory and Location Certification by locating and recording each piece of PBS office equipment, reporting new equipment to the Office of the Comptroller, and completing the tagging certification forms.
Maintain orderly files and keep a current listing of all files utilized by the Director and administrative staff. Purge files according to the records disposal schedule.
Answer telephone, screen calls, and take accurate telephone messages for Director and other administrative staff.
Receive, open, date stamp, sort and distribute mail and reports as needed.
Performs copying and duplicating of documents as needed.
Organize breakroom cleanup schedule.
Maintain and update Emergency Evacuation rosters for PBS staff, including coders.20% Report Management:
Upon request, create end of month trends, comparative aging and lag reports and graphs for all SIU Medicine departments and divisions.
Input data into various spreadsheets utilizing Excel and Access.
Retrieve and distribute routine weekly reports to various clinic staff.20% Fiscal Duties:
Departmental Card Manager for Patient Business Services; reviews and reconciles all P-card transactions for PBS.
Take inventory and order office equipment and commodities accordingly.
Prepare purchase requisitions and invoices for items ordered for the unit.
Complete miscellaneous purchasing forms as needed such as New/Change Supplier Request, P-card Equipment Expenditure, etc.
Request price quotations from various vendors as needed
Coordinate Casual Day by putting up posters, collecting and recording funds, and submitting total funds to the appropriate department for further distribution.
Handle travel requests for in-state and out-of-state training. This includes registering staff for the conference, making hotel reservations, and paying by P-card. Upon the traveler's return, collect receipts and any additional information needed to complete the AP Travel voucher, and then submit completed form to Accounts Payable. 5% Other duties as assigned
Qualifications
High school diploma or equivalent.
Two (2) years (24 months) of work experience comparable to the third level of this series.
Supplemental Information
If you require assistance, please contact the Office of Human Resources at or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."
Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
Southern Illinois University School of Medicine is an Equal Opportunity Employer.
