Administrative & HR Assistant - Medical Practice

Job Description

Job Description

Position Overview:

We are looking for a detail-oriented and highly organized Administrative & HR Assistant to support the day-to-day administrative operations and human resources functions of our growing medical practice. This position plays a key role in managing office workflows, assisting with employee relations, and supporting payroll processing. The selected staff is expected to play an interface with a growing practice in Florida.

Experience with QuickBooks and payroll systems is required.

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Responsibilities:

Administrative Support:

· Greet and assist patients, visitors, and vendors in a professional manner.

· Engage with outsource support and partner’s company to ensure maximum revenue, accountability.

· Answer and route administrative calls, respond to emails, and manage incoming/outgoing correspondence.

· Maintain and organize both digital and paper records

· Coordinate appointments, meetings, and staff schedules

· Order and manage inventory for office and clinical supplies

· Assist with vendor coordination and office maintenance needs

Human Resources Support:

· Support the Director in updating the company policy and procedures to improve HR.

· Assist with employee onboarding, orientation, and offboarding processes

· Maintain accurate and up-to-date employee records and personnel files

· Track attendance, vacation, and sick time.

· Help ensure compliance with labor laws, internal policies, and HIPAA regulations

· Support staff communications regarding HR policies and benefits

Payroll & Financial Support:

· Prepare and process bi-weekly payroll in collaboration with HR/Finance

· Enter and track payroll-related data, hours, and deductions accurately

· Manage employee timesheets and resolve discrepancies

· Utilize QuickBooks and/or Excel spreadsheet to enter financial transactions, track expenses, and generate reports

· Assist with basic bookkeeping and month-end reconciliation tasks

· Support annual audits and tax filings by maintaining organized financial records

· Associate’s or Bachelor’s degree is required.

· 2+ years of experience in an administrative or HR support role, preferably in a healthcare setting.

· Proficiency in QuickBooks (required)

· Experience processing payroll (e.g., using Gusto, ADP, Paychex, or similar platforms)

· Strong Microsoft Office skills (Excel, Word, Outlook)

· Excellent organizational and time-management abilities

· High level of discretion and professionalism when handling confidential information

· Strong communication and interpersonal skills

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Work Environment:

· Professional medical office setting

· Requires regular interaction with staff, patients, and vendors

· Occasional extended hours during payroll or reporting periods may be required