Health Care District of Palm Beach County

  • Administrative Coordinator - Finance

    Posted Date 2 months ago(5/2/2018 8:00 AM)
    Job ID
    2018-1103
    # of Openings
    1
    Job Locations
    US-FL-West Palm Beach
    Category
    District Administration
  • Overview

    To be the Health Care Safety Net for Palm Beach County
    The Health Care District of Palm Beach County is an integrated public health system established by the voters as a special taxing district. The safety-net system is an equal opportunity employer of approximately 1,300 employees.  The Health Care District provides challenging and fulfilling employment opportunities through its health coverage programs for uninsured residents, a pharmacy operation, a nationally-recognized Trauma System that includes the Trauma Hawk Aeromedical Program, adult and pediatric services at the C. L. Brumback Primary Care Clinics throughout the county, a School Health program which staffs registered nurses in nearly 170 public schools, short-term or long-term inpatient care at the Edward J. Healey Rehabilitation and Nursing Center, and the county’s only public hospital, Lakeside Medical Center, which serves the rural, western Glades’ communities. For more information, visit www.hcdpbc.org

     

     

    Connect with us:

    LinkedIn - www.linkedin.com/company/health-care-district-of-palm-beach-county

    Twitter - www.twitter.com/healthcaredist

     

    General Statement of Job

    This position provides advanced administrative support for the Chief Financial Officer who directs a broad range of programs and departments at the Health Care District.  He/she also works as a team with other Administrative/Executive Assistants to ensure full coverage for the Officers in all situations.  The position functions with considerable independence in exercising judgment and conducting and completing assigned tasks.  He/she assists in the completion of special projects, reports, and presentations, prepare for and report on public meetings, manage calendars and scheduling, and provide information to the public, other Health Care District personnel, and outside agencies/organizations. The position serves as a liaison to third parties with regard to revenue cycle, internal and external audit, investments, and banking, financial systems.

    Responsibilities

    Specific Duties and Responsibilities

    Essential Functions:

    Coordinates external meeting dates with attendees and ensures public notice of meeting is posted, prepares materials for distribution, handles meeting set-up and logistics, records meetings for transcription, ensures sign off of minutes from previous meeting and filing of all public documents with Records.

    Collaborates with the Executive Assistant to the CEO on projects and public meetings for the District Board of Commissioners.

    Establishes and maintains relationships with contractors, vendors, clients, and outside agencies.  Researches and acquires vendor proposals for supplies, materials, or services; processes ordering of such, which may include obtaining vendor due diligence documents and submission of contract requests to Legal.

    Utilizes various computer applications to create, maintain, and update correspondence, calendars and events, reports, organizational charts, graphs, flow charts, files, and process electronic timecard information.  Assists in creating presentations and visual aids for public meetings and speaking forums.

    Presents ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization and structure. 

    Applies working knowledge of the District’s regulatory requirements (including HIPAA and Sunshine Law) in carrying out daily assignments and activities; handles confidential information and exercises discretion at all times.

    Tracks projects, prepares monthly reports and expense reimbursements, organizes incoming bills, receipts, credit card statements, membership renewals, and processes for payment.

    Operates a variety of modern office equipment in performing essential functions (e.g., copy machines, word processors, facsimile machines, telephone systems, computer terminals, printers).

    Prepares flow charts, organizational charts, work tables, letters, records, reports, and related documentation; makes copies of such where applicable; and distributes to appropriate entities.

    Maintains, updates, and manages filing systems for Officers to include retrieving files, records, reports, and charts as directed.

    Reviews documents, correspondence, charts, budgets, and applications to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.

    Acts as liaison between Officers, Senior Managers, and personnel from various internal departments and external agencies, gathering information, coordinating efficient work flow and relaying instructions as needed.

    Coordinates, updates and maintains Officers’ calendars concerning internal and external meetings,  travel, appointments, deadlines, and project/program schedules. 

    Arranges attendance at conferences, speaking engagements, and handles all travel logistics including the approval and reimbursement for related expenses.

    Processes, sorts, and distributes incoming and outgoing mail for Officers and routes materials to assigned departments.

    Emergency duty may be required of the incumbent that includes working in Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.

    Qualifications

    Position Qualifications

    Education: 

    Associate’s degree with course work emphasis in business management and advanced administrative support functions required; Bachelor’s degree preferred.

    Experience: 

    Seven (7) to ten (10) years previous experience assisting Executive Officers; considerable knowledge of health care and/or exposure to the government sector; ability to perform advanced administrative support and moderately complex office functions; high level of proficiency in the use of Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) required.

    Skills and Abilities:

    Excellent organizational skills with the ability to work on multiple projects simultaneously.  Demonstrated commitment to completion of projects on a timely basis with high quality output. Must demonstrate polished interpersonal skills, and be able to relate well with diverse populations.  Excellent telephone skills and written communication skills.  Excellent proofreading skills with a great attention to detail.  Ability to take initiative and work well under pressure.

    The Health Care District is an Equal Employment Opportunity Employer and maintains a Drug Free Workplace. Veterans preferred. Qualified individuals with disabilities who require an accommodation to participate in the application process or candidates with other questions should contact Human Resources.

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