Clerical Secretary

Job Description

Job Description

Job Summary

The Clerical Secretary performs a wide range of administrative and secretarial duties to support daily operations. Responsibilities include operating a multi-line telephone system, providing exceptional customer service and reception coverage, scheduling appointments, maintaining medical records, and preparing reports and correspondence. This position requires the ability to work independently, exercise sound judgment, maintain confidentiality, and take initiative in a fast-paced healthcare environment.

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate staff member or department.
• Provide professional, courteous, and informative customer service to all callers, patients, and guests.
• Receive, route, and distribute messages, correspondence, and documentation to appropriate staff members.
• Compile, maintain, and accurately document medical charts, reports, correspondence, and patient records utilizing electronic systems and software applications.
• Transmit medical records and correspondence via mail, email, fax, or other approved methods while maintaining confidentiality standards.
• Perform clerical and administrative duties including typing, proofreading, filing, scanning, faxing, copying, data entry, and record maintenance.
• Order, organize, and maintain office and clinical supply inventories.
• Schedule, confirm, reschedule, and cancel patient appointments and as necessary.
• Answer incoming telephone calls and route calls to the appropriate staff member or department.
• Ensure client calls are answered in a timely manner and that missed calls and voicemail messages are returned by the close of business whenever possible.
• Operate standard office equipment, including multi-line telephones, voicemail systems, scanners, copiers, and fax machines.
• Prepare reports, spreadsheets, correspondence, invoices, and other administrative documents using Microsoft Office applications and related software.
• Maintain organized medical records, correspondence files, and administrative filing systems.
• Prepare reception and waiting areas daily to ensure a welcoming, clean, and professional environment for patients and visitors.
• Open designated office locations by turning on lights and ensuring operational readiness.
• Report employee absences, call-offs, vacations, or other staffing shortages, as needed.
• Perform other related duties as assigned to support agency operations.

• High school diploma or equivalent required.
• Additional coursework or training in secretarial studies, business administration, accounting, or a related field preferred.
• Minimum of three (3) years of progressively responsible clerical, secretarial, administrative, or fiscal experience.

Required Skills and Abilities:

• Ability to work in a team and complete assigned tasks.
• Analytical/problem-solving skills.
• Collect, analyze, and interpret data from various sources.
• Detail-oriented with good organizational skills and administrative abilities.
• Exceptional communication skills, both written and verbal.
• Extremely proficient with Microsoft Office Suite.

Physical Requirements:

• Must be able to lift up to 25 lbs. at times with or without assistance.
• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and moving.

Required Clearances and Documentation :

• Must possess a valid driver's license and have access to reliable transportation
• Act 31/Act 126 Clearance Mandated Reporter Training
• Act 34 Clearance Pennsylvania State Police Background Check (Criminal History)
• Act 114 Clearance FBI Fingerprint
• Act 33 Clearance Pennsylvania Child Abuse History