Staff Assistant

Staff Assistant

Under general supervision and according to established policies and procedures, provides secretarial and clerical services to staff and managers of an assigned unit/department. Prepares correspondence, types a variety of office records, provides information/customer service to patients and visitors, maintains and updates departmental records, gathers data, and prepares reports. Depending on assigned department, may also handle staffing/scheduling/payroll responsibilities and provide meeting support by scheduling meetings, creating agendas/taking minutes, and distributing information to attendees. Employees providing direct patient care must demonstrate competencies specific to the population served.

High school diploma or general education degree (GED) and 1-2 years general office, preferably healthcare, experience and/or training required. Associate's degree preferred. Additional education/experience may be required depending on department.

BMH Cardiac Rehab department: BLS certification required upon hire or within the first 90 days of employment and performs 12 lead EKGs for BMH Cardiac Rehabilitation.

Must be proficient with multiple standard business software(s) on personal computer (i.e. Microsoft applications, staffing, payroll and supply applications), with keyboarding speed of 45-65 words per minute (skills tested through Human Resources at an acceptable level). Additional training is provided on-the-job.

Must be dependable and reliable.

Must be able to maintain both staff and patient confidentiality.

Must be able to communicate effectively with others by phone, face to face, and in writing.

Must have excellent customer service and interpersonal skills; including being polite, considerate, positive and courteous to fellow employees, patients, visitors both while on the telephone and in person.

Additional knowledge of general or specific medical/technical terminology may be required for certain departments.

Work which produces very high levels of mental/visual fatigue, e.g. CRT work between 70 and 90 percent of the time, and work involving extremely close tolerances and considerable hand/eye coordination for sustained periods of time. The job produces some physical demands. Typical of jobs that include regular walking, standing, stooping, bending, sitting, and some lifting of light weight objects.

Duties are dependent on assigned department:

• Completes a variety of secretarial tasks, including transcription of written or dictated materials, processing of invoices, making travel arrangements, and typing of correspondence, memos, minutes, forms, tables, charts, schedules, patient reports, and records
• Maintains and updates departmental records and files; may compile and maintain financial and/or budget data.
• Maintains and updates departmental schedules and payroll on a daily basis while adhering to staffing and scheduling policies.
• Communicates with each unit to determine staffing needs at the beginning of each shift.
• Uses critical thinking skills and data obtained to determine placement of staff.
• Troubleshoots problem areas of need and contacts extra staff on short notice as needed.
• Requisitions regularly used office supplies and small equipment repair and maintenance services. Ensures that adequate supplies needed for smooth office operation are available.
• Operates a variety of office equipment, PC, calculators, fax machines, photocopy machines, etc.
• Develops and maintains spreadsheets and databases to input, maintain and retrieve data, track statistics, monitor activities and to provide regular and recurring reports, i.e., monthly unit P.I. reports and supplemental staffing reports.
• Maintains departmental or management calendar. Schedules and/or reschedules appointments, and advises staff or manager of schedule changes/modifications.
• Receives and directs or escorts patients and visitors; places, receives, and directs phone calls; takes and transmits messages. Provides information to callers, or refers them to others.
• In addition to the above general secretarial and clerical duties, performs specific functions unique to the individual department or unit, such as processing patient charges, preparing and distributing worksheets and other materials, inputting production and other operational data, processing payroll transactions, transcribing patient test results, and coordinating educational functions.

Shift

First Shift

Time Type

Full time

Scheduled Weekly Hours

40

Cost Center

7300 Home Care (BAH)