Secretary

Secretary Position

It's fun to work in a company where people truly believe in what they're doing! Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of how you do your job is just as important as what you do in your job.

Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives. Sustained members of our team demonstrate accountable behavior and share our values of customer service, innovation, integrity, inclusion, financial stewardship, leadership and care.

The Secretary provides support to the immediate supervisor and department by organizing files, processing daily paperwork, and providing other forms of clerical support to ensure they successfully deliver on commitments and effectively execute operations in a timely and efficient manner.

Essential Activities and Tasks

Operations Support - 60%

• 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.
• May assist 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.

Financial, Assets, and Materials Management - 20%

• Processes check requests and pays invoices and expenses.
• Collects forms from new vendors used to add them to the accounting system.
• Organizes and files invoices.
• Assigns 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.

Customer Relations and Service Delivery - 20%

• 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.
• May fill 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.

All other duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.

Experience

• 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.

Working Conditions and Special Requirements

• Sitting - Up to 8 hours/day
• Standing - Up to 4 hours/day
• Walking - Up to 4 hours/day
• Lifting, transferring, pushing or pulling residents/patients or equipment/supplies - Up to 25 pounds
• Work weekends, evenings, and holidays - Required as scheduled
• Subject to residents/patients with various disease processes - Occasional
• Risk Category for Exposure to Bloodborne Diseases - III