Department: Plant Services

Schedule/Status:

8am-430pm; Full Time

Standard Hours/Week:

40

General Description: Under the general supervision of the Director, Plant Services, provides secretarial and administrative support to Plant Services and Clinical Equipment.

Key Responsibilities

Assists in the Facilities Support Services Office by greeting departmental visitors, vendors, answering the phone, taking messages, and contacting appropriate departmental staff as needed.

Observes good housekeeping practices. Cleans up work area after each task. Keeps work area, shop and vehicles neat and organized.

Provides and consistently gives cooperative and courteous service to visitors, patients, staff, vendors and co-workers as part of the organization’s commitment to quality services. Practices good team work with all in the shop.

Follows good time management practices. Utilizes all time to benefit Parrish Healthcare.

Complete assigned training. Complete unassigned training/cross training to better prepare for completing multiple tasks needed at Parrish Healthcare. Assist in training others on the team as requested.

Payroll processing for facilities and clinical engineering departments PMC employees.

Creates and maintains electronic and manual files of historical data, vendor information, including (vendor list, po’s, requisitions, receipts). Ensure files are stored and maintained in the appropriate folder on Parrish shared drive and easily accessible to leadership.

Financial Support - Create requisitions, ensure purchase orders are sent to the appropriate vendors, technicians, and managers. Ensure budget tracking tools are kept current and leadership is kept informed and updated monthly on status of budgets. Receive, reconcile, and prepare vendor invoice for payment, ensure leadership and AP are kept informed of any anomalies with invoices. Ensure files are stored and maintained in the appropriate folder on Parrish shared drive and easily accessible to all.

Utility Tracking - Maintain electronic files for utility spend, Creates and maintains electronic and manual files for all utility spreadsheets, and invoices according to suppliers. Ensure files are stored and maintained in the appropriate folder on Parrish shared drive and easily accessible to leadership.

Work with Lead Technician, and Operations Manager to create and maintain employee folders, which will include (team roster, phone list, tool list, etc.) hurricane preparation, which will include (code purple A & B Teams, hurricane supplies, building needs, etc.). Ensure files are stored and maintained in the appropriate folder on Parrish shared drive and easily accessible to leadership.

Has the knowledge and ability to use the required tools for the assigned tasks, (Windows and Microsoft Office, Meditech, Net learning, I Contracts, strata, etc.).

Understands role and responds to all applicable disasters and drills.

Knows fire, disaster and safety procedures and regulations as pertains to the work area.

Performs similar or related duties as assigned.

Requirements:

Formal Education

High School/GED required.

Work Experience

2 years to < 3 years (general bookkeeping experience preferred)

Licenses, Certifications

N/A