Senior Secretary

: Description: :

• With minimal supervision, provides administrative support.
• Communicates and implements office procedures for recordkeeping, filing, ordering of supplies and confidential information.
• May supervise or direct the work of temporary and/or regular employees.
• May interview applicants and provide input to performance evaluations.
• Tracks vacation and back up coverage schedules.
• Processes employee time cards including calculations and other employee transactions after review and approval.
• Answers unit/department telephones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller/visitor to appropriate staff member.
• Greets visitors in a courteous manner.
• Receives, opens, dates, and distributes incoming mail to appropriate employee.
• Prepares and mails outgoing correspondence and information.
• Sets up, organizes, and maintains various departmental files according to established procedures.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments and regular or intermittent meetings for one or more managers.
• Prepares daily schedules.
• Prioritizes requests for meetings.
• Makes and confirms travel arrangements.
• Schedules and coordinates meetings and/or special events.
• Takes minutes as requested.
• Edits and types correspondence, reports, and manuscripts from rough draft to final copy.
• Proofreads generated documents for grammar, punctuation, spelling and factual correctness and conformance to policies.
• Advises writer or supervisor of policy deviations.
• May take and/or transcribe dictation.
• Assists in preparing and completing special projects.
• Initiates, processes and maintains records and invoices on purchases, reimbursements, receipts and related financial matters.
• Maintains budget records and assists in examining and highlighting variances in budget reports.
• Informs supervisor of status of accounts.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Inventories, orders, and maintains office supplies and forms; completes purchase requisitions and receives supplies.
• Sets up, enters, updates, maintains, compiles and retrieves data from computer databases.
• Documents how to access files.
• Generates regular or special reports and/or statistics after collecting and organizing data.
• Performs related responsibilities as required. MINIMUM QUALIFICATIONS:
• A high school diploma or equivalent.
• Three years of clerical or secretarial experience.
• Previous experience with various personal computer software applications.
• Positions within this classification may require the ability to type or keyboard 50 accurate words per minute. PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks. ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.