Office Manager Administrative Assistant resume example

Assumed responsibility for payroll and accounts payable process for vacated accounting manager position.

Payroll

• Implemented direct deposit for hospital and clinic staff
• Managed the daily, in house payroll processing and benefit administration for up to 500 employees.
• Prepared and submitted all federal, state, county, and local tax reports and payments in accordance with agency requirements and disputed unwarranted penalties when necessary.
• Assured the proper administration, processing, and tax liability of all fixed, voluntary deductions and benefits programs including health, dental, vision insurance, and 401k and 403(b).
• Performed Payroll banking functions: Set-up employees for direct deposit, sent ACH files to the bank, verified bank records on submission date and effective date of payments, notified the bank of voids, stop payments and reviewed notices from the bank regarding the inability to direct deposit to employee accounts.
• Completed all year-end payroll operations including issuing W-2's, annual reconciliations, submission of wage data to the appropriate state, local governments, and balancing of all payroll accounts.
• Reconciled general ledger accounts to the payroll postings and prepared appropriate journal entries.
• Prepared and remitted source deductions and payroll tax.

Accounts Payable:

• Rebuilt trust with vendors/suppliers, repairing damaged relationships by ensuring timely correct payments for all goods/services received.
• Prepared batches of invoices for data entry, approximately 400 invoices per month.
• Consistently maintained accuracy in calculating figures and amounts such as discounts, interest, commissions, and percentages.
• Handled the processing, distribution, accuracy, verifications and maintenance of invoices, interfacing extensively with a nationwide network of vendors and suppliers.
• Participated in planning/implementing business policies and procedures to ensure internal controls, including adherence to budget control and compliance with tax requirements.
• Liaised with partners, vendors, clients and external accountants.
• Prepared and distributed all month and year-end reports.

• Established monthly employee recognition
• Mainly responsible for reviewing and handling accounts payable and reporting to the accounts manager.
• Responsible for keeping records of the financial and accounting information.
• Managed matching and coding accounts payable weekly.
• Oversaw administration of ACH payments, EFT, and checks.
• Performed invoice batching with accounts payable accounting software.
• Performed regular check requests and check runs.
• Functioned as vendor point of contact for company on a regular basis.
• Verified pay amounts, hours of work, deductions, etc.
• Prepared manual time cards for data entry.
• Submitted payroll information to home office.
• Provided assistance with other accounting duties as required.

• Managed multifaceted department logistics and calendars for meetings and conferences.
• Assisted with the coordination of regulatory survey, audits, licensing, Joint Commission and accrediting agencies
• Physician credentialing
• Provided administrative support to12 Board members.
• Performed office duties in support of the CEO and CFO with general guidance in terms of overall objectives.
• Managed department records, including corporate governance and policy and procedure documents.
• Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
• Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.
• Planned travel arrangements for two executives.
• Provided back up support to the Board, Accounts Payable and Payroll.
• Planned meetings and prepared conference rooms.
• Wrote reports and correspondence from dictation and handwritten notes.
• Dispersed incoming mail to correct recipients throughout the office.
• Made copies, sent faxes and handled all incoming and outgoing correspondence.
• Organized files, developed spreadsheets, faxed reports and scanned documents.
• Created weekly and monthly reports and presentations.
• Managed the day-to-day calendar for the hospital's CEO and CFO.
• Received and distributed faxes and mail in a timely manner.
• Received and screened a high volume of internal and external communications, including email and mail.
• Maintained and reserved the executive conference room calendar.
• Managed daily office operations and maintenance of equipment.
• Created and maintained spreadsheets using advanced Excel functions and calculations to develop reports and lists.
• Maintained an up-to-date department organizational chart.

• Managed multifaceted department logistics and calendars for meetings and conferences.
• Provided administrative support to nine physicians.
• Patient check-in and check-out.
• Collection of co-pays and payment on accounts.
• Balance cash and credit payments.
• Provided back up for other specific tasks as needed.
• Developed clinic newsletter for staff and patients, which is still maintained today.

• Provided full front office receptionist and administrative support for nine healthcare practitioners.
• Registered and processed patients.
• Verified accuracy and completeness of patient information and insurance documentation.
• Handled insurance and authorization verification.
• Scheduled and coordinated appointments, tests and procedures.
• Prepared patient charts.
• Maintained and managed patient data base.
• Answered and transferred calls.
• Collected co-pays and payments on patient accounts.
• Balanced cash and credit drawers nightly.
• Located, retrieved and distributed records as needed by all departments.
• Copied and faxed requests for medical information.
• Ordered office supplies.
• Performed general clerical functions.