Secretary

About the role

The Secretary supports the immediate supervisor and department by providing administrative support, processing paperwork, handling mail, and assisting with various tasks to ensure smooth operations.

Responsibilities

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, small event planning and coordinating, and distributing documents and other mailings.
• Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.
• Handles collection and distribution of mail and courier deliveries, then forwards and redirects when necessary. Updates resident mail card file/list for forwarding purposes, if applicable. Takes mail to post office as needed.
• Assists with coordination of departmental, board, and/or committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, taking minutes, and set-up and clean-up.
• Helps with board, staff, resident, and/or patient events as requested.
• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
• Adheres to the records management system policy and procedures for the department and ensure departmental staff does the same.
• Operates within the standard practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Processes check requests and pays invoices and expenses.
• Collections forms from new vendors used to add them to the accounting system.
• Organizes and files invoices.
• Sets up purchase order (PO) numbers to PO requests and notifies staff of PO status. Makes PO adjustments as necessary and files appropriately, if applicable.
• Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.
• May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.
• Interfaces with board members, life plan community and/or home health & hospice staff, residents, patients, and family members as an administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
• Fills in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors. Also, calmly handles all emergencies with resident alert alarms, fire alarms, etc.

Qualifications

• High school diploma or equivalent required.
• One year experience in an administrative/clerical position preferred.
• Experience in general accounting practices preferred.
• Knowledge of office machines, equipment, and procedures required.
• Must be able to type a minimum of 50 words per minute.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

Other Requirements

• Must be able to read, write, speak, and understand the English language.
• Subject to residents/patients with various disease processes - Occasional
• Risk Category for Exposure to Bloodborne Diseases - III