Administrative Assistant/Bookkeeper

Department:

Administration Reports To:

CEO/CFO/Director of Human Resources Position Summary This position plays a vital role in supporting the administrative and operational functions of a busy OB/GYN practice. This position provides financial, human resources, and organizational support to ensure efficient practice operations, excellent staff coordination, and compliance with healthcare standards. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced medical environment. Primary Responsibilities Accounts Payable Maintain organized financial records and assist with reconciliation as needed Maintain the general ledger and ensure accuracy of all financial entries Identify and resolve discrepancies with vendor invoices and payments Process vendor invoices and ensure timely and accurate payments Perform monthly bank and credit card reconciliations Maintain vendor records, W-9s, and assist with 1099 preparation Assist with budgeting and forecasting activities Assist with month-end and year-end closing processes Human Resources Support Assist the Director of Human Resources with day-to-day HR functions, including onboarding, offboarding, and personnel documentation Help maintain employee files in compliance with HIPAA and employment regulations Support HR initiatives, staff communications, and internal projects Event Planning & Staff Engagement Coordinate planning and logistics for staff meetings, trainings, celebrations, and practice events Assist with employee recognition initiatives and internal engagement activities Scheduling & Meeting Coordination Schedule meetings for leadership and administrative teams Prepare meeting agendas, materials, and minutes as requested Coordinate calendars and ensure effective communication across departments Analytics & Reporting Compile, track, and report administrative, operational, and HR-related data Assist with creating reports, dashboards, and statistics to support leadership decision-making Maintain accurate records and ensure data integrity Generate financial reports (profit & loss, balance sheet, cash flow) General Administrative Support Provide administrative assistance to leadership as needed Maintain confidentiality of sensitive patient, employee, and business information Support overall practice operations to promote efficiency and professionalism Qualifications Required Undergraduate Degree 2+ years of administrative experience (healthcare or medical practice preferred) Strong organizational and time-management skills Proficiency in Microsoft Office Ability to handle confidential information with discretion Preferred Experience in a medical or OB/GYN practice Familiarity with accounts payable processes Exposure to human resources functions or healthcare compliance Strong analytical skills and experience with reporting or data tracking Proficiency in QuickBooks or other similar accounting systems Skills & Competencies Attention to detail and accuracy Strong communication and interpersonal skills Ability to multitask and prioritize in a fast-paced environment Professional demeanor and collaborative mindset Problem-solving and critical-thinking skills

Job Type:

Full-time Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person