Job Description: Administrative Assistant

Department: Administration Reports To: Chief Executive Officer (CEO) / Administrator FLSA Status: Non-Exempt

Position Summary

The Administrative Assistant provides high-level administrative and operational support to executive leadership and department managers. This role is responsible for coordinating office functions, managing communication, and supporting critical financial and compliance processes, including Accounts Payable, Payroll processing, and Provider Credentialing. The position requires strong organizational skills, accuracy, confidentiality, and the ability to manage multiple priorities in a healthcare environment.

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Essential Job Functions

Administrative & Executive Support

• Provide direct administrative support to the CEO, leadership team, and department directors.

• Manage calendars, schedule meetings, and coordinate logistics for internal and external stakeholders.

• Prepare correspondence, reports, presentations, and meeting minutes.

• Maintain organized filing systems (electronic and paper) in compliance with retention policies.

• Serve as a primary point of contact for internal and external communications.

• Assist with Board Meeting and Medical Staff preparation, including agendas, packets, and documentation.

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Accounts Payable (AP)

• Process vendor invoices accurately and timely in accordance with district policies.

• Match invoices with purchase orders and receiving documentation.

• Verify invoice approvals and ensure appropriate authorization prior to payment.

• Prepare and process check runs, ACH payments, and vendor disbursements.

• Maintain vendor files, including W-9s, Business Associate Agreements and contract documentation.

• Reconcile vendor statements and resolve discrepancies.

• Assist with audit preparation and provide documentation as requested.

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Payroll Administration

• Assist with processing payroll, including timecard verification and data entry.

• Review employee time records for accuracy and completeness.

• Ensure payroll is processed in compliance with federal and state wage regulations.

• Maintain payroll records, employee deductions, and benefit adjustments.

• Coordinate with HR on new hires, terminations, and payroll changes.

• Respond to employee payroll inquiries with professionalism and confidentiality.

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Provider Credentialing & Compliance

• Coordinate and maintain provider credentialing and recredentialing processes.

• Ensure all providers meet regulatory and organizational requirements prior to providing services.

• Collect, verify, and maintain documentation, including:

• Licenses and certifications

• DEA registration

• Malpractice insurance

• Education and training verification

• Perform and document primary source verification in accordance with CMS and accreditation standards.

• Track expiration dates and ensure timely renewals of credentials.

• Maintain provider credentialing files in compliance with regulatory requirements.

• Assist with privileging processes and medical staff documentation.

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Operational & Compliance Support

• Maintain confidentiality of sensitive information in accordance with HIPAA regulations.

• Assist with policy and procedure documentation and updates.

• Support audits, inspections, and regulatory reviews.

• Monitor office supplies and coordinate ordering as needed.

• Assist with special projects and process improvement initiatives.

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Qualifications

Education

High school diploma or equivalent required

Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred

Experience

Minimum of 2–4 years of administrative experience required

Experience in healthcare, payroll processing, accounts payable, or credentialing preferred

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Knowledge, Skills, and Abilities

Strong organizational and time management skills

High level of attention to detail and accuracy

Knowledge of basic accounting principles and payroll processes

Familiarity with provider credentialing requirements and regulatory standards preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Ability to handle confidential information with discretion

Strong interpersonal and communication skills

Ability to work independently and manage multiple priorities

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Physical Demands

Ability to sit, stand, and use a computer for extended periods

Occasional lifting of up to 25 pounds

Frequent use of office equipment (computer, phone, copier)

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Work Environment

Standard office environment within a healthcare setting

May require occasional interaction with patients, staff, and vendors

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Additional Expectations

Demonstrates professionalism, integrity, and accountability

Supports the mission, vision, and values of Muleshoe Area Hospital District

Participates in ongoing education and training as required