Executive Secretary

Job Description

Compensation: $36,500–$48,000 per year

ESSENTIAL JOB FUNCTIONS:

1. Handle all phone and reception duties, including client reception, fax dissemination, answering machine, and outgoing calls for clients as requested.
2. Perform all duties related to the Certified Nurse Practitioner, including scheduling, client reception, notes, phone calls, medication management, etc. This includes taking care of any requests made in dictation rather than forwarding them to the individual therapist.
3. Assist the Business Manager with accounts payable, including processing vendor invoices and issuing check payments using QuickBooks.
4. Handle all details pertaining to referrals received by mail, fax, or phone.
5. Complete forms for monthly updates after they have been pulled from the file, including Releases of Information, QMHPs, Means Testing, and CSP.
6. Monitor all forms and supplies to ensure they remain current and in stock. This includes ordering forms or making copies as needed, as well as maintaining supplies in the break room.
7. Copy records for requesting agencies.
8. Assist with routine office and vehicle upkeep.
9. Complete payee ship duties as requested.
10. Travel with the Medical Team to Gregory once per week.
11. Perform all other administrative and executive support duties as assigned to assist the executive team.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency with Microsoft 365, including programs such as Word, Excel, Outlook, and Teams. Proficiency with QuickBooks.
• Knowledge and ability to operate standard office equipment, including computers, copy machines, fax machines, and calculators.
• Strong organizational skills and the ability to manage multiple tasks and responsibilities.
• Ability to communicate professionally and effectively with clients, staff, and the public.
• A pleasant and professional attitude and demeanor when interacting with the public, whether by phone or face-to-face.

EDUCATION AND EXPERIENCE:

• High school diploma or GED required.
• Three (3) years of secretarial or related administrative experience preferred.