Accounting/Administrative Assistant

Required work hours: M-F, 8a-5p

The Administrative Assistant is responsible for the administrative support of the Executive Director of Altru Health Foundation and others within the department. This position receives all donor gifts including deposits and processing reports for Accounting. The Administrative Assistant also supports the department through the creation of Board of Director meeting packets and final minutes.

ESSENTIAL JOB FUNCTIONS

• Supports and models behaviors consistent with the mission, vision and values of Altru Health System.
• Answers telephone, voice and e-mail and routes calls/messages. Meets and greets all walk-in traffic and professionally assists them with their needs.
• Schedules meetings internally and externally for staff members when requested.
• Receives gifts from donors and processes gift acknowledgements.
• Prepares and delivers all deposits and corresponding reports to Accounting, and ensures all deposited donations are appropriately categorized and balanced.
• Prepares and mails all pledge reminders to donors within prescribed time standards. Brings any pledge payment delinquencies to the attention of the Executive Director.
• Demonstrates proficient computer skills for entering, maintaining, updating and reporting donor-related information in the donor tracking software and related accounting software.
• Manages the status of the gift funds and provides individuals/departments reports of their fund balances as needed or requested.
• Places orders for and coordinates placement of recognition bricks in the Centennial Gardens.
• Prepares and distributes agenda packets prior to board meetings. Makes all meeting and room preparations and confirms board attendance to determine if a quorum will be present.
• Assists the Altru Health Foundation Board Secretary/Treasurer by preparing and distributing board minutes. Records and publishes minutes and accurately maintains minute book.
• Takes all necessary steps to maintain and safeguard the confidentiality of all information related to donors, patients, medical staff, employees, board members, volunteers and all other individuals and businesses.
• Orders and maintains office supplies for the department. Processes special requests for supplies and equipment, within the annual budget.
• Maintains time and accounting for department payroll processing. Reports any abnormalities in individual time keeping, real or suspected, to the Executive Director.
• Records obituaries and processes change of addresses in a timely manner.
• Advises the Executive Director of significant and unexpected variances and communicates to all individuals impacted.
• Develops respectful and productive working relationships with all team members within the Foundation and the System as a whole, including external clients.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

BEHAVIOR STANDARDS
As an Altru employee we contribute to our culture each day and demonstrate that culture through the experience we create for each other, our patients and their families, and referring physicians. Key to creating a culture that delivers high quality and reliable care is having a core set of behavior standards. Our standards, represented by the acronym I AM ALTRU, remind us every day to commit to and live those standards.

• Integrity: We will always do the right thing even when no one is watching.
• Acknowledge: We will create a welcoming, healing environment.
• Meaningful: We will provide an exceptional patient experience.
• Accountable: We will accept responsibility for our actions and behaviors.
• Listen: We will listen and seek to understand.
• Team: We will work together to deliver world-class care.
• Respect: We will treat each other with respect.
• Understand: We will seek to understand and respond genuinely.

KNOWLEDGE & SKILLS
Required:

• Associate's Degree in Business, Accounting, or related field, or equivalent work experience.
• Demonstrates the ability to use various software programs including Microsoft Office.
• Demonstrates the ability to effectively communicate both verbally and in written format. Demonstrates excellent interpersonal skills as well as organizational, administrative and time-management skills, including service recovery, problem solving, and customer service skills.

Preferred:

• Previous experience in a nonprofit organization.
• Previous experience with donor tracking software, specifically MatchMaker.
• Previous experience with accounting software such as QuickBooks.

SAFETY & COMPLIANCE

• Demonstrates understanding and follows infection control policies and procedures according to standard operating procedure.
• Maintains requirements for age specific competencies for the position and demonstrates the knowledge or principles of growth and development and the skills necessary to provide patient/customer care/services.
• Demonstrates knowledge and understanding of and compliance with:
  • All pertinent safety, health and environmental policies, procedures and guidelines.
  • Working safely, without causing harm or risk to self, others or property.
  • The work environment safety procedures and prompt reporting of unsafe practices, procedures, accidents, injuries or other safety violations to the Leader/Manager.
  • The use of all safety equipment and personal protective equipment.

SUPERVISION RECEIVED: Executive Director, Foundation

FUNCTIONAL ASSESSMENT:
Standing Occasionally
Sitting Frequent to Constant
Walking Occasionally
Lifting/Carrying Sedentary Work (10# maximum)
Pushing/Pulling Sedentary Work (10# maximum)
Forward Bending Occasionally
Reaching Frequent to Constant
Squat/Crouch/Kneel Occasionally
Climbing None
Crawling None
Trunk Rotation Occasionally