JOB DESCRIPTION:

Executive Assistant/Client Service Liaison

REPORTS TO: Practice Manager

JOB SUMMARY:

In addition to temporary support of the Customer Service Team, the main role of the accounting Executive Assistant/Client Service Liaison is to act as support for all human resources and accounting functions of the company and directly and confidentially support the Practice Manager in all duties. The daily activities of this role include attendance records and schedules, payroll, benefits administration, change of employee status, monthly/quarterly/annual reporting regarding employees and payroll, assisting employees, as well as assisting the practice manager and hospital operations manager in managing employee time, pay, accrual, and evaluation review, and recruiting. The Executive Assistant/Client Service Liaison assists with the financial functions of the company including continuing education and other reimbursements, anniversary credits and uniform allowances. Additional duties may include working on special projects, managing the office and supervising other staff members, creating budgets, preparing and submitting tax forms, coding documents, compiling financial records and managing inventory records.

An Executive Assistant/Client Service Liaison needs to be skilled in mathematics, communication, time management and typing. It is also important to have an excellent grasp of English grammar and spelling, work well with others and be detail oriented. Confidentiality is imperative.

WORKING RELATIONSHIPS:

Works closely with the Board, Owners, Client Services Supervisor, Hospital Operations Manager, Bookkeeper and Practice Manager and all hospital staff. Provides direct supervision to other staff at the direction of the Practice Manager or Owners.

ESSENTIAL JOB FUNCTIONS

· Human Resource Functions

• Assist with day to day operations of the HR functions and duties
• Keep accurate attendance records for all employees
• Accurately process employee payroll
• Serve as primary benefits administration coordinator
• Monthly/quarterly/annual reporting regarding employees and payroll
• Assisting employees as well as assisting the practice manager and hospital operations manager in managing employee time, pay, accrual, and evaluation and review.
• Provide clerical and administrative support to the Practice Manager and Practice Owners
• Compile and update employee records (hard and soft copies)
• Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
• Coordinate HR projects (meetings, training, surveys etc) and take minutes
• Deal with employee requests regarding human resources issues, rules, and regulations
• Communicate with public services when necessary
• Properly handle complaints and grievance procedures
• Coordinate communication with candidates and schedule interviews as requested
• Conduct new hire paperwork and be responsible for the onboarding process as and the initial orientation process for newly hired employees
• Assist in the recruitment of new employee candidates, work with recruitment advertisers and agencies and update information as necessary
• Phone screen candidates, schedule interviews, create offer letters and manage rejections.
• Organize Leadership, Staff, and Admin meetings at the request of Practice Manager.

· Accounting Functions

• Organize meetings at the request of Practice Manager
• Update accounting and business records
• Assist in the preparation of financial review, analysis and assistance to internal departments and management taking into consideration the interests, giving an account of issues, and offering variance explanations

o Offer assistance to Bookkeeper in Daily/weekly/monthly/annual financial reporting, including daily close, processing of PVL and billing of DAS.

• Assist in the oversight of expenditures of personnel and aid the maintenance of overtime and vacation schedules

o Process continuing education and other reimbursements, anniversary credits and uniform allowances

· Additional Duties

• Managing the office and supervising of other staff members as directed
• Creating budgets
• Submitting tax forms and payments
• compiling financial records and report as requested
• Managing inventory records and ordering as needed
• Special projects as assigned

QUALIFICATIONS

Required-

• A certificate of post-secondary education, such as associate degree, exclusively in accounting, office administration, or other relevant appropriate branch of study OR work experience in an accounts payable and bookkeeping setting for at least two years
• Self- motivation, ability to work autonomously and steadfastness
• Ability to communicate well and to listen and respond professionally to employee and client problems/complaints
• Critical and analytical thinking skills and proficiency in finding resolutions to problems
• Outstanding organizational skills
• Ability to add, subtract, multiply and divide, and an understanding of basic accounting

principles

Preferred-

Some formal professional education and certification in payroll and/or human resources and/or at least 6 months of experience in payroll, benefits administration or human resources

EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES

· Must be able and willing to perform basic functions of client service representative

· Experience with or ability to learn APHEC’s computer system and equipment

· Must possess superior communication and personnel management/conflict resolution skills

· Maintain effective working relationships between team members, veterinarians, management and clients

· Knowledge of state and federal employee laws and make decisions based on sound ethics

PREFERRED

· Maintains a positive attitude even under stress

· Is honest, genuine/authentic

· Accountability -take responsibility for actions

· Demonstrates excellent listening and communication skills

· Is creative & versatile regarding approach to staff and practice issues

· Is trustworthy, dependable and leads by example

· Is empathetic, compassionate, supportive, expresses confidence and demonstrates a positive attitude

· Is cooperative, collaborative

· Demonstrates integrity including respect for all, not playing favorites, and is fair

· Is a problem solver, organized, detail oriented/multi-tasker and does not let things fall through the cracks; demonstrates good time management

· Is professional, even-tempered (not easily ruffled)

REASONABLE ACCOMMODATION

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Weekend availability

Ability to commute/relocate:

• Atascadero, CA 93422: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Veterinary: 1 year (Preferred)
• Clerical: 1 year (Preferred)

Work Location: One location

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