Department Secretary

Administrative Clerk 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. High school diploma or GED. Three years of clerical, secretarial, office, or administrative experience. Broad knowledge of administrative and clerical functions. Proficiency in Microsoft Office including Word, Excel, Outlook, and Power Point required. Familiarity with basic internet searching and browsing. Excellent organizational and interpersonal skills. Possesses a friendly and customer-focused demeanor. Manages prioritizing tasks based on urgency and department needs. Maintains calendars for Department Head with accuracy, updating as changes occur. Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics assuring smooth functioning of events and takes minutes as needed. Makes travel arrangements as required. Maintains, on a timely and accurate basis, records and databases of information specific to the department, 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 timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures. Distributes accurately 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 including Word, Excel, Outlook, and Power Point. Reviews, determines appropriate disposition of, and responds to mail, faxes, 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 as needed 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 department as required. Answers and screens telephone calls and takes accurate messages. Responds to inquiries from callers 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. Frequent physical demands include: Sitting, Standing, Keyboard use/repetitive motion, Talk or Hear. Occasional physical demands include: 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 include: Lifting Floor to Waist 20 lbs. Lifting Waist Level and Above 20 lbs. Sensory Requirements include: Very Accurate 20/40, Near Vision, Accurate Far Vision, Color Discrimination, Moderate Depth Perception, Accurate Hearing. Anticipated Occupational Exposure Risks Include the following: Dust/Particulate Matter. This position is eligible for the following benefits: Medical Plan Prescription drug coverage & In-House Employee Pharmacy Dental Plan Vision Plan Flexible Spending Account (FSA) - Healthcare FSA - Dependent Care FSA 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) Disability Benefits Short Term Disability (STD) Employee Assistance Program Commuter Transit Commuter Parking Supplemental Life Insurance - Voluntary Life Spouse - Voluntary Life Employee - Voluntary Life Child Voluntary Legal Services Voluntary Accident, Critical Illness and Hospital Indemnity Insurance Voluntary Identity Theft Insurance Voluntary Pet Insurance Paid Time-Off Program The pay range listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining base salary and/or rate, several factors may be considered including, but not limited to location, years of relevant experience, education, credentials, negotiated contracts, budget, market data, and internal equity. Bonus and/or incentive eligibility are determined by role and level. The salary applies specifically to the position being advertised and does not include potential bonuses, incentive compensation, differential pay or other forms of compensation, compensation allowance, or benefits health or welfare. Actual total compensation may vary based on factors such as experience, skills, qualifications, and other relevant criteria.