Senior Management Assistant [Finance Administration]

HPMG is seeking a Senior Management Assistant to provide comprehensive clerical and administrative support to the Executive Director of Finance and Accounting by performing calendar management, meeting preparation, and assistance with various projects and initiatives. Also supports the Finance Administration Department (FAD), assists with accounts receivable, device procurement, preparing documents and spreadsheets, and affiliate physician contracting and billing. Regularly works with physicians and corporate leadership and performs other administrative tasks.

JOB DUTIES

• Performs complex calendar management and provides high-level administrative and clerical support for department priorities and initiatives.
• Coordinates logistics for meetings, prepares documents for presentations, and special events.
• Prepares, submits, and tracks monthly Accounts Payable check requests and processes invoices.
• Provides leadership with regular reports summarizing affiliated physician spend.
• Maintains and updates payment memos, timesheet templates, and invoice templates.
• Coordinates communication and serves as a liaison between affiliated physicians and Kaiser Permanente (KP) departments.
• Supports physician data management-related functions such as entering demographic information in the database, physician/other clinician outreach, data entry, etc.
• Prepares and distributes monthly and quarterly client invoices, tracks payments, maintains HPMG deposit log, follows up on outstanding payments, and prepares Accounts Receivable aging reports.
• Coordinates device procurement with the KP Information Technology and Device Technology teams and oversees ticket requests.
• Collects and audits monthly corporate credit card statements, verifies charges against receipts, and escalates transactions requiring higher review.

REQUIREMENTS

• High School Diploma with minimum 5 years prior administrative or general office, clerical or related experience. Bachelor's Degree may substitute for 2 years' experience.
• Demonstrated knowledge of and skill in MS Office programs (Word, Excel, PowerPoint, Outlook, Teams).
• Previous experience as an accounting clerk is desired, but not required.
• Excellent interpersonal and professional communication skills.
• Must be able to handle multiple priorities in a timely and professional manner.
• Requires strong attention to detail and excellent organizational skills.
• Must be able to work onsite and travel to other facilities to support meetings and department operations.

The pay scale for this position starts at $29.26 per hour. Compensation commensurate with qualifications.

Our market-leading benefit package includes: 100% ER paid family medical and dental, robust retirement programs (pension profit-sharing/401k plan, post-retirement medical & life insurance), paid time off, extended sick leave, 11 holidays, life insurance, identity theft protection, employee assistance program, other paid leaves and voluntary lifestyle benefit offerings.

Equal Opportunity Employer Disability/Veterans and Drug-Free Workplace

Equal Opportunity Employer
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