Secretary III - Employee Assistance Program (EAP)

Administrative & Clerical Secretary

Northeast Georgia Health System is rooted in a foundation of improving the health of our communities.

About the Role:

Secretary I: Performs general clerical work for department which may include; basic correspondence, filing, data entry, answering phone calls, and managing appointments.

Secretary II: Performs intermediate level clerical work for department under general supervision which may include; general office functions, basic correspondence, filing, data entry, answering phone calls, managing appointments, creating reports, editing or proofing documents or outgoing communication.

Minimum Job Qualifications

• Educational Requirements: High School Diploma or GED.

• Minimum Experience: May have a college degree or equivalent work experience with two (2) to five (5) years clerical experience, good typing skills (45-60 wpm) and Microsoft computer knowledge.

Job Specific and Unique Knowledge, Skills and Abilities

• Secretary I: Good typing skills, basic Microsoft computer knowledge, provides support for smaller departments with minimal patient or customer flow/volume. Performs general clerical work for department which may include basic correspondence, filing, data entry, answering phone calls and managing appointments.

• Secretary II: Good typing skills, above average Microsoft computer knowledge to include Excel workbooks, formulas, tables, formatting. Provides support for a large department with steady/constant customer or patient flow/volume. May provide support for several management/supervisory staff to include department head. Performs intermediate level clerical work for department under general supervision which may include general office functions, basic correspondence, filing, data entry, answering phone calls, managing appointments, creating reports, editing or proofing documents or outgoing communication.

• Secretary III: Good typing skills, accelerated Microsoft computer knowledge to include proficiency with Excel workbooks, formulas, tables, formatting, graphs, PowerPoint and other databases. Provides support for a large department or multiple departments with steady constant patient or customer interactions. May provide support for several management/supervisor staff to include department or division head. May supervise or coordinate the work of other clerical staff. Performs clerical work of considerable difficulty and complexity involving some independent judgment for a department head. Performs general office functions and may supervise a file clerk, receptionist or other clerical employee.

Essential Tasks and Responsibilities

• Secretary I: Prepares memos, forms letters and reports on the basis of information supplied by manager. Composes simple routine letters as assigned.Operates computer, printer, copier, fax and other mailroom equipment. Answers the telephone and routes calls to appropriate parties. Assists with filing or retrieving information as required. Sorts and distributes mail. Maintains supply stock in the department (office and/or break room supplies). Keeps the department, work area or patient waiting area clean and organized.

• Secretary II: Includes all functions of Secretary I as well as:Prepares correspondence and recurring reports with some direction. Arranges conferences and meetings and may be responsible for preparing the agenda, taking notes and distributing minutes. Meetings may require prior arranges for location, food and obtaining and setup of technical equipment.Maintains control of department employee files ensuring DNV compliance.Coordinates office functions with other departments. May receive and resolve customer complaints. Manages email and calendar of department head (may have proxy to several mailboxes and calendars for managing). Receives and screens office visits and telephone calls, may handle calls if knowledgeable on the subject of discussion. Organizes and coordinates office activities. Processes purchase requisitions or check requests from Accounting.

• Secretary III: Includes all of the functions of Secretary II as well as:May attend meetings, seminars, etc. possibly to take notes or furnish information. May be required to conduct research or data collection for a project. May supervise subordinate clerical employees, to include managing time and attendance, performance and disciplinary. May be responsible for department staffing schedules and appropriate timekeeping (including managing PDO requests approved by manager).Creates reports using Excel or Access databases.May be privileged to matters of the most confidential nature. May be an active or ad hoc member of organizational committees (Safety, PI, JCAT, etc.). May have some budgetary responsibility or input over departmental supplies.In larger departments, may serve as liaison between the supervisor and staff in regards to scheduling, payroll issues, etc.May be responsible for system support of the department (contacting the IT department, placing tickets).Responsible for placing plant operations work orders/tickets. May be responsible for coordinating new hire orientation and paperwork. In clinical areas, the secretary may have the responsibility of managing patient files or reports, transcribing, scheduling appointments, communicating with patient family members on patient status.Participates in performance improvement activities.Supports the department in achieving predetermined goals and objectives. Responsible for assisting in arranging travel itinerary and any reimbursable expenses related to business travel.

• Incumbent may exhibit some variation of responsibility outside of the above guidelines or criterion. Ideally the employee would encompass similar or equivalent experience and job responsibility to be placed into the appropriate secretarial level.

Physical Demands

• Weight Lifted: Up to 50 lbs, Occasionally 0-30% of time

• Weight Carried: Up to 20 lbs, Occasionally 0-30% of time

• Vision: Moderate, Occasionally 0-30% of time

• Kneeling/Stooping/Bending: Occasionally 0-30%

• Standing/Walking: Occasionally 0-30%

• Pushing/Pulling: Occasionally 0-30%

• Intensity of Work: Occasionally 0-30%

• Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding

Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals.

NGHS: Opportunities start here.

Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.