Clerical Assistant III

Part-time, day shift position in the Endoscopy department at Trinity Health Ann Arbor.

About the Role

Performs a combination of routine and complex clerical duties requiring an in-depth knowledge of the department’s operations and procedures. Duties include composing and word processing documents, preparing complex forms, maintaining departmental information systems and records, monitoring budgets, and coordinating meetings. May coordinate, train, and check the work of other clerical staff. Handles telephone calls, mail, and visitors, using discretion to screen and prioritize on behalf of supported personnel.

Responsibilities

• Performs typing and/or word processing of correspondence, documents, and reports, usually from rough draft or machine dictation.
• Composes and types/word processes non-routine intradepartmental memos, meeting minutes, and recurring reports, according to manager’s directions.
• Completes and prepares a variety of forms, tables, charts, and records that are often complex in nature. Proofreads prepared materials for accuracy.
• Assists in coordinating routine office workflow. Organizes workload to adhere to established deadlines and priorities.
• Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Acts on items not requiring the personal attention of the manager.
• Handles sensitive and confidential information.
• Initiates, processes, and maintains departmental records, including those related to personnel, payroll, attendance, billing, work, and purchase orders.
• Generates required documents (such as invoices, purchase requisitions, etc.) and performs necessary calculations.
• Updates records and files, using manual and computerized filing systems, including spreadsheet data entry.
• Operates and maintains departmental computer database systems and data used for quality assurance, statistical reporting, and/or other purposes. This may include obtaining, clarifying, compiling, interpreting, and entering information, retrieving data, and preparing and distributing reports. May also be responsible for diagnosing and troubleshooting minor systems errors and problems.
• Coordinates arrangements for meetings and special functions, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested.
• Maintains calendars and schedules of supported personnel. May make travel arrangements.
• Assists in developing and monitoring departmental budgets and financial activity by gathering appropriate reports and records and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.
• Opens, sorts, screens, and routes incoming mail, with authority to open personal and confidential mail and prioritize items on behalf of the recipient. Processes outgoing mail and packages.
• Answers telephone, screens and prioritizes calls, and routes calls appropriately. Takes and relays messages.
• Receives, greets, and screens visitors, patients, and/or employees. Ensures amenities are available. Notifies appropriate staff and directs visitors and deliveries to appropriate areas.
• Responds to inquiries from departmental personnel regarding departmental services, purchase requisitions, records, and other matters requiring in-depth knowledge of departmental operations and procedures. Obtains and relays information on behalf of department staff.
• Gathers information for projects on behalf of supported personnel.
• Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well-organized.
• Assists in orientation and training of new clerical staff members. May coordinate and check the work of lower classified secretarial or clerical employees within the department.
• Receives and responds to requests for release or verification of information. Locates, orders, and retrieves requested data from files. With proper authorization, copies and routes pertinent records and information to requestors.
• Maintains logs of work activities.
• May schedule appointments for patients or other visitors, following established scheduling guidelines and procedures. May gather information from patients/visitors and perform registration and/or processing tasks such as completing related forms and records and entering information into computerized systems.
• Performs a variety of general clerical duties, such as medical transcription, filing, copying, collating, running errands, assembling and distributing packets, mailings, and memos. Also performs duties and projects specific to the functions and needs of the department.

Requirements

• High school diploma or equivalent combination of education and experience.
• Familiarity with clerical support procedures, usually gained through two or more years of clerical office experience.
• In-depth knowledge of departmental operations and procedures.
• Proficient with at least one word processing package, one spreadsheet software package, and one database management program.
• Ability to operate and troubleshoot minor information systems problems.
• Accurate typing, data entry, and transcription skills.
• Accurate spelling and grammar, and proofreading skills.
• Knowledge of medical terminology for transcription.

Physical and Mental Requirements

Normal office environment, or combined office and patient care environments. Occasional lifting of up to 25 pounds, bending, standing, and walking.

Benefits

• Competitive compensation
• DAILYPAY
• Opportunity for growth and advancement throughout Trinity Health