Administrative & HR Assistant Medical Practice

Job Description

Job Description

Benefits:

• 401(k) matching
• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Paid time off
• Training & development

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 partners 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

Qualifications:

Associates or Bachelors 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