Department Secretary

About the Role

Performs administrative and clerical activities within established guidelines to support department operations. Provides secretarial support to facilitate smooth operation of the department. Coordinates workflow to ensure operation within the department.

Requirements

• High school diploma or GED.
• Three years of clerical, secretarial, office, or administrative experience.
• Proficiency in Microsoft Office including Word, Excel, Outlook, and PowerPoint required.
• Familiarity with basic internet searching and browsing.

Skills

• Broad knowledge of administrative and clerical functions.
• Excellent organizational and interpersonal skills.
• Friendly and customer-focused demeanor.
• Ability to prioritize tasks based on urgency and department needs.

Responsibilities

• Maintains calendars for Department Head with accuracy, updating as changes occur.
• Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics; ensures smooth functioning of events and takes minutes as needed.
• Makes travel arrangements as required.
• Maintains timely and accurate records and databases of department-specific information, often of a highly confidential nature.
• Maintains confidential personnel files for department staff, processes time sheets, and tracks PTO in accordance with policy and procedure; serves as liaison with Payroll and Human Resources.
• Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff.
• Processes requisitions, invoices, and expense reports accurately and timely; determines appropriate accounting codes and obtains necessary signatures.
• Distributes patient reports on a daily basis.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner.
• Designs formats and lays out presentations and documents as needed, using basic and intermediate features of Microsoft Office applications.
• Reviews, determines appropriate disposition of, and responds to mail, faxes, and email in a timely manner.
• Performs a variety of clerical tasks including monitoring and ordering office supplies, making copies, and sending and receiving faxes as required.
• Organizes data and information on a regular basis; ensures maintenance of hard copy and computer files periodically as required.
• Maintains existing databases in standard and specialized database applications; may conduct research on the internet.
• Serves as liaison and works closely with other departments to ensure consistent provision of services and to resolve problems as needed.
• Participates in office renovation, space allocation, and office moves, coordinating Information Systems, Telecommunications, Facilities, and Maintenance, and other support services as needed.
• Prepares patient charts, oversees department scheduling, facilitates add-on patient scheduling, and confirms appointments daily as needed.
• Serves as a point of contact for visitors and callers in the department; answers and screens telephone calls and takes accurate messages; responds to inquiries or refers to appropriate department staff.
• Seeks opportunities to complete unassigned work based on observation; provides support to other departments when needed.
• Performs other duties as assigned.

Physical Demands and Work Environment

• Frequent physical demands: Sitting, Standing, Keyboard use/repetitive motion, Talk or Hear.
• Occasional physical demands: Walking, Climbing (e.g., stairs or ladders), Carry objects, Push/Pull, Twisting, Bending, Reaching forward, Reaching overhead, Squat/kneel/crawl, Wrist position deviation, Pinching/fine motor activities.
• Continuous Physical Demands: Lifting Floor to Waist 20 lbs., Lifting Waist Level and Above 20 lbs.
• Sensory Requirements: Very Accurate 20/40, Near Vision, Accurate Far Vision, Color Discrimination, Moderate Depth Perception, Accurate Hearing.
• Anticipated Occupational Exposure Risks: Dust/Particulate Matter.

Pay

The pay range listed is a good faith determination of potential base compensation for a full-time equivalent (1.0 FTE) position and may be modified in the future. Actual compensation may differ depending on assigned hours and position status (e.g., part-time).

Pay Range: $18.94 - $23.68 per hour.

Schedule

Scheduled Weekly Hours: 40

Benefits

• Medical Plan
• Prescription drug coverage & In-House Employee Pharmacy
• Dental Plan
• Vision Plan
• Flexible Spending Account (FSA) – Healthcare and Dependent Care
• Retirement Savings and Investment Plan
• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance
• Supplemental Group Term Life & Accidental Death & Dismemberment Insurance
• Disability Benefits – Long Term Disability (LTD) and Short Term Disability (STD)
• Employee Assistance Program
• Commuter Transit and Parking
• Voluntary Benefits:
  • Supplemental Life Insurance
  • Voluntary Life Spouse, Employee, and Child
  • Voluntary Legal Services
  • Voluntary Accident, Critical Illness, and Hospital Indemnity Insurance
  • Voluntary Identity Theft Insurance
  • Voluntary Pet Insurance
• Paid Time-Off Program