Office Assistant - Corporate Support

Office Assistant

The Office Assistant provides critical operational and administrative support to the Respiratory Department, serving as the essential hub for organizational efficiency, compliance, and professional departmental communication. This role is fundamental in managing all clerical, financial, and basic personnel functions, requiring a high degree of discretion and technical proficiency.

Execute the comprehensive payroll administrative lifecycle, including the rigorous verification and timely submission of hourly and salaried records, ensuring strict adherence to federal and state labor laws and internal compensation schedules.

Manage the full cycle of vendor invoices and expense reimbursements by performing data entry, verifying all supporting documentation against authorized purchase orders, and coordinating remittance with the Finance Department.

Support client billing procedures through meticulous maintenance of billable hours and service records, and assist in the accurate distribution of invoices utilizing the Sage Intacct system.

Facilitate the execution of all mandatory pre-employment compliance steps, including coordinating the completion of I-9 forms exclusively within the ADP system, ensuring new hires finalize Section 1 on their first day of employment and complete Section 2 within the mandated 72-hour timeframe.

Serve as the primary administrative point of contact for the Respiratory Director, managing internal and external correspondence, scheduling meetings, and preparing high-level presentations and reports.

Education: An Associate's degree in Business Administration, Accounting, or a related discipline is required; a Bachelor's degree is strongly preferred.

Experience: A minimum of three (3) years of dedicated administrative support experience within a professional environment, with demonstrated expertise in accounts payable, payroll administration, or complex scheduling.

Technical Proficiency: Advanced command of the Microsoft Office Suite (especially Excel for data analysis and reporting) and proven, hands-on experience with institutional accounting platforms such as Sage Intacct or QuickBooks.

Communication and Integrity: Exceptional verbal and written communication skills and a demonstrated ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with impeccable discretion.

The position is primarily based in an office environment with moderate noise levels and minimal typical office hazards. Requires the ability to sit for extended periods, use a computer keyboard for data entry, and occasionally lift and move office materials weighing up to 20 pounds.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.