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Department Assistant-Corporate Finance

Traverse City, MI


Posted on October 11, 2018

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About Department Assistant-Corporate Finance

Please include a Cover Letter with the application.


High school graduate with a minimum of four years secretarial experience.

Proficiency on the intranet/internet and in the Microsoft Office Suite.

Type 60 WPM with a high degree of accuracy. Have excellent grammar, spelling, formatting and punctuation skills, along with the ability to compose written communications and reports from general directions without supervision.

Demonstrates initiative, the ability to set priorities, and flexibility.

Must possess outstanding organizational and follow-up skills, manage multiple projects and meet deadlines, and have the ability to work independently and in teams.

Exhibits a high degree of confidentiality.

Able to interact and communicate effectively with a wide variety of people and demonstrate professional demeanor.

PREFERRED EXPERIENCE : McKesson Fiscal Management, SharePoint, RS-Web (Oneil Software) and HealthStream software.

ORGANIZATION : Works directly with the Vice President of Finance, Corporate Controller, Directors, Managers and all staff members.

This position has contact and interaction with , customers, auditors, and vendors inside and outside the Munson Healthcare system.


Supports the Mission, Vision and Values of Munson Healthcare.

Embraces and supports the Performance Improvement philosophy of Munson Healthcare.

Promotes personal and patient safety.

Has a basic understanding of Relationship-Based Care (RBC) principles, meets expectations outlined in Commitment To My Co-Workers, and supports RBC unit action plans.

Uses effective customer service/Interpersonal skills at all times.

iContract, Universal Contract Management System Super User. Responsible for Contract Database Maintenance, reporting and routing of Agreements through Accounting to ensure proper implementation of agreed upon terms, and prepare and distribute monthly reports to the Administrators. Produce additional reports for specific projects on an as needed basis.

Schedule appointments, meetings, reserve conference rooms and send notices via Outlook for staff members and other subgroups within the organization.

Daily processing of ACHs (Automated Clearing House), credit cards, checks, reprints and void transactions with Accounts Payable for 24 Munson Healthcare companies on the McKesson Fiscal Management program. Run Positive Pay for Fifth Third, Huntington and Mellon banks.

Provide information and support for 48 employees in Corporate Finance, NMSA Accounts Payable, Internal Audit, Revenue Cycle, and Dialysis Billing.

Policies and Procedures SuperUser for the department; adding, deleting, revising, and submitting policies for approval as required.

Compose and prepare various emails, correspondence, tables, memos, position descriptions, agendas and other communications for the department. Create and update forms. Edit other staff member’s documents for grammar, accuracy, formatting, punctuation and spelling.

Maintain department files, forms, state and federal information, audits and reports. Keep updated Sales Tax Exemptions and W-9s.Intranet SuperUser; responsible for site and page creation and maintenance for all department subgroups. As content manager must create and maintain document libraries allowing all Munson staff access to Accounting and Government Forms.

Set-up and maintain numerous databases for various projects and departmental information. Print reports as requested.

Arrange for maintenance and repair of department furniture, communication and computer equipment, appliances, office equipment and building interior. Address and facilitate all building issues and/or concerns through Plant Engineering and outside sources (if necessary) on behalf of the department.

Liaison for Corporate Finance to all the other organizations within and outside our system, providing financial and tax-related information for all companies. Direct callers and visitors to the appropriate person or department. Automatically distribute quarterly and annual financial statements and audits to banks, financial institutions and regulatory agencies. Communicate and interact effectively with patients, vendors, auditors, financial representatives, department and Munson Healthcare staff.

Make car rental and travel arrangements for staff.

Inventory and purchase office supplies, equipment and furniture for the departments. ntroduce cost-saving measures whenever possible.

Serve as Safety Representative at Safety meetings and during inspections.

SharePoint SuperUser for the department; uploading, deleting, and revising documents on the Meeting Documentation Page. Event creation and Maintenance to the Education Site Program List and Calendar. Syncing PTO Calendars with Outlook Calendars for Department Staff20. Assist with Auto Claims processing from the initial incident, to contacting and filing the claim with our insurance company then ensuring the estimate and repairs are made. Follow through to review and clean up our loss run reports, ensuring all claims are closed in a timely manner.

Complete Insurance Policy renewals for all Munson Healthcare Entities, as well as, assist with Charlevoix Area Hospital renewal applications.

Cross reference Certificates of Insurance to ensure accuracy and distribute to appropriate party within Munson Healthcare. Contact the insurance company to correct any discrepancies. Perform Insurance Review on all Contracts Routed through Accounting to ensure proper compliance.

Assist Accounts Payable staff with sorting and coding of Invoices when necessary. Sort AP Voided Checks by Company for filing.

Schedule monthly Staff Meetings; prepare meeting documents, distribute to all staff, and upload to SharePoint. Participate in team meetings for process improvement of department functions.

File Retention Coordinator. Organize, label and box documents for storage at NMSA. Data Entry into RS-Web (Oneil Software) to produce work orders for both pickup and delivery to and from our location.

Extrapolate current data from our Income Statement and Balance Sheet to file our monthly MHA Reporting on at .

Generate and mail invoices on a monthly basis for our Non-Patient billing accounts. Maintain and process monthly automatic credit card payments for Non-Patient Billing, Laundry Service, HR Retirees and Tuition Reimbursement; then mail receipts.

Research and notify vendors of checks outstanding past the 90 period of validity then subsequently process through our AP system to void/reissue or process for Unclaimed Property. Responsible for creating the journal entry and state entry for the Accounts Payable Coordinator and our annual award of Unclaimed Property Funds to the State of Michigan.

Perform other duties and responsibilities as assigned.

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