Secretary, Department

Position Summary

About the role

Performs a variety of administrative, secretarial, and clerical duties which support management personnel in the overall operation of a large department or service area.

Essential Functions

• Works within the team to set team priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
• Proficient in accessing and utilizing computer management programs, Word, Excel, PowerPoint, Teams, and serves as a source of assistance to department team members.
• Prepares charts, graphs, etc. for presentations.
• Schedules appointments for managers and manage departments calendars.
• Maintains and orders both unit and office supplies and forms.
• Maintains control of the budget supplies and orders appropriately being mindful of the departmental budget limits.
• SUBMIT WORK ORDERS FOR NECESSARY HOUSEKEEPING, MAINTENANCE, BIOMEDICAL, ENGINEERING, OR OTHER WORK ORDERS NEEDED.
• MONITORS AND ASSISTS WITH TIME AND ATTENDANCE THROUGH KRONOS (OR TIMEKEEPING SYSTEM).
• CONSISTENTLY ASSISTS OTHERS IN RESOLVING ISSUES PRESENTED BY CALLERS AND/OR VISITORS AND EFFECTIVELY REFERS TO THE APPROPRIATE PERSON FOR FOLLOW UP.
• ACTS AS A ROLE MODEL BY DEMONSTRATING EFFECTIVE COMMUNICATION.
• PROBLEM SOLVES AND SCREENS PHONE CALLS, REQUESTS, AND CONCERNS.
• RECEIVES AND DISTRIBUTES MAIL/FAXES/ELECTRONIC NOTIFICATIONS.
• CONSISTENTLY ARRANGES FOR THE ACCURATE AND TIMELY PAYMENT OF DEPARTMENTAL INVOICES AND OTHER DISBURSEMENTS.
• ASSISTS IN MAKING APPOINTMENTS FOR PATIENTS.
• CONSISTENTLY MAINTAINS DEPARTMENTAL FILES AND ADHERES TO FILE MAINTENANCE AND RECORDS RETENTION SCHEDULES.
• ORGANIZES MEETINGS INCLUDING PREPARES ANY NEEDED REPORTS OR DOCUMENTS, DISTRIBUTES MATERIALS, RECORDS, AND TRANSCRIBES MINUTES FOR MEETINGS IN A TIMELY MANNER.
• MAY HAVE LIMITED ACCESS TO AREAS STORING MEDICATIONS.
• MANAGES TIME AUTONOMOUSLY, FOLLOWS THROUGH ON ASSIGNMENTS AND MEETS DEADLINES.
• Maintains reasonably regular, punctual attendance consistent with Orlando Health policies, the ADA, FMLA, and other federal, state, and local standards.
• Maintains compliance with all Orlando Health policies and procedures.

Education/Training

• High School diploma or equivalent.
• Working knowledge of word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Teams, Access).

Experience

• Two (2) years of clerical or secretarial experience.