DEPARTMENT SECRETARY (FULL-TIME, 7:30AM-4:00PM)

About the Role

The Department Secretary for the Housekeeping Department provides essential administrative support to ensure the smooth operation of the department. This role involves coordinating communication, maintaining records, and assisting with various clerical tasks to support the EVS team in delivering a clean, safe, and comfortable environment for patients, visitors, and staff.

Responsibilities

• Provide administrative support to the EVS Director, EVS Manager, and EVS staff.
• Answer and direct phone calls, take messages, and handle inquiries from internal and external sources.
• Maintain and organize departmental files, records, and documents, ensuring confidentiality and accuracy.
• Schedule meetings, appointments, and training sessions for the EVS team.
• Prepare and distribute department memos, reports, and correspondence.
• Assist in ordering, receiving, and maintaining inventory of EVS supplies and equipment.
• Coordinate with other hospital departments for EVS requests, including room turnover and special cleaning needs.
• Track and monitor EVS requests and work orders to ensure timely completion.
• Assist with onboarding and training new EVS staff by preparing necessary documents and coordinating orientation schedules.
• Maintain departmental policies and procedures and assist in their implementation.
• Perform other clerical duties such as photocopying, scanning, faxing, and data entry as needed.
• Oversee EMR bed board for cleaning requests.
• Work with vendors for placing supply orders and complete appropriate paperwork.
• Assist with employee scheduling and timesheet editing.
• Demonstrate flexibility with assignments within professional scope/duties/licensure.

Qualifications

• Minimum of 2 years of experience in an administrative or secretarial role, preferably in a healthcare or housekeeping environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with hospital management software.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Knowledge of housekeeping operations, terminology, and infection control procedures is a plus.
• High school diploma or equivalent.

Skills

Physical & Sensory Requirements

• Exposure/Sensory Requirements:
  • Exposure to chemicals (refer to MSDS sheets).
  • Video Display Terminals: Extreme.
  • Blood and Body Fluids: Minimal potential due to very restricted direct patient contact.
  • TB or Airborne Pathogens: Minimal potential due to very restricted direct patient contact.
• Sensory Requirements:
  • Speech: Required to communicate with physicians, patients, staff, and hospitals.
  • Vision: Needed to see MIS display, graphic lines for documentation, read printouts of reports, names on charts, and forms.
  • Smell: Needed for electrical/fire safety, detect presence of ETOH on patients and visitors.
  • Hearing: Needed for telephone communication, hear intercom system from patient rooms and front door.
  • Touch: Required to manipulate and operate office equipment and tools.
• Activity/Lifting Requirements:

  Percentage of time during the normal workday the employee is required to:

  • Sit: 68%
  • Twist: 10%
  • Stand: 20%
  • Crawl: 0%
  • Walk: 10%
  • Kneel: 2%
  • Lift: 5%
  • Drive: 2%
  • Squat: 5%
  • Climb: 1%
  • Bend: 5%
  • Reach above shoulders: 2%

  The weight required to be lifted each normal workday:

  • Up to 10 lbs: Frequently
  • Up to 20 lbs: Occasionally
  • Up to 35 lbs: Occasionally
  • Up to 50 lbs: Not Required
  • Up to 75 lbs: Not Required
  • Up to 100 lbs: Not Required
  • Over 100 lbs: Not Required

  Lifting and carrying requirements:

  • Carry records from place to place, waist high approx 10-15'.
  • Lift supplies from floor to cabinets, about 3-4'.
  • Lift/carry supplies from utility rooms to counter and office.
  • Carry stacks of chairs waist high approx 5-15'.
  • In an emergency, could be required to carry a fire extinguisher down/up 3 flights of stairs and several hundred yards.
• Maximum consecutive time (minutes) during the normal workday for each activity:
  • Sit: 120
  • Twist: 10
  • Stand: 30
  • Crawl: 0
  • Walk: 10
  • Kneel: 5
  • Lift: 2
  • Drive: 0
  • Squat: 5
  • Climb: 1
  • Bend: 15
  • Reach above shoulders: 2
• Repetitive Use of Hands:
  • Simple grasp up to 10 lbs. Normal weight: 5-10# occasionally.
  • Pushing & pulling normal weight: 5-100#.
  • Fine manipulation: Writing and computer keyboard.
  • Repetitive use of foot or feet in operating machine control: None.
• Environmental Factors & Special Hazards:
  • Inside hours: 8
  • Outside hours: 0
  • Temperature: Normal Range
  • Lighting: Average
  • Noise levels: Average
  • Humidity: Normal range
  • Atmosphere: Special Hazards: Mechanical-VDT display and numerous outlets.
  • Protective Clothing Required: None.

Benefits

Riverside Healthcare offers a comprehensive suite of Total Rewards, including:

• Competitive compensation with base pay within the position’s pay range based on factors such as qualifications, skills, relevant experience, and/or training.
• Premium pay such as shift differential and on-call opportunities.
• Opportunity for annual increases based on performance.
• Paid Time Off programs (for 0.5 to 1.0 FTE).
• Health and welfare benefits such as medical, dental, vision, life, and short- and long-term disability.
• Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses.
• Defined contribution retirement plans with employer match and other financial wellness programs.
• Educational Assistance Program (for 0.5 to 1.0 FTE).

Pay

Pay Range: USD $17.84 - USD $21.52 per hour.