Administrative Secretary- Part Time

POSITION:   ADMINISTRATIVE SECRETARY

DEPARTMENT: ADMINISTRATION

FLSA STATUS: NON-EXEMPT

SCHEDULE: EVERY FRIDAY 8AM-4:30PM. AS NEEDED, OTHER DAYS OF THE WEEK.

Please read this job description carefully to ensure that you understand its contents, the job requirements, and expectations before signing this document.

JOB SUMMARY:
The Administrative Secretary provides clerical and secretarial support to the Administration Department. This position is responsible for managing routine administrative tasks, maintaining accurate records, facilitating communication, and supporting daily office operations.

JOB RELATIONSHIPS:

• Responsible to the Administrative Assistant
• Positions Supervised: None
• Regular Contact with: All Franklin Medical Center personnel, including the Hospital’s Board of Commissioners, independent contractors, vendors, and outsourced staff. External contact with the public.

MISSION STATEMENT:
As an integral part of our community, Franklin Medical Center’s mission is to provide the highest quality health care and customer satisfaction to all those we serve. We are committed to delivering compassionate, capable, and personalized treatment to our patients and their families, always keeping in mind that our responsibility is to the health needs of the people.

 

ESSENTIAL JOB FUNCTIONS:

1. Provide direct support to the Administrative Assistant to assist in carrying out administrative and operational responsibilities
2. Greet visitors, vendors, and community members and provide appropriate assistance
3. Answer and direct incoming telephone calls in a professional manner
4. Handle incoming and outgoing correspondence, including emails and phone calls
5. Organize and maintain confidential administrative files and records (electronic and paper)
6. Serve as a point of contact for routine inquiries and direct matters to appropriate departments and vendors
7. Monitor and maintain office supplies; Submit supply requests as needed
8. Assist with administrative processes related to medical staff credentialing and privileging and plan credentialing as directed
9. Prepare and distribute medical staff privileging packets and correspondence as directed
10. Receive and review practitioner applications for medical staff privileges and accompanying documents to ensure accuracy, completeness, and compliance with hospital policies and regulatory requirements
11. Maintain organized credentialing and privileging files for physicians and allied health professionals
12. Assist with maintaining and updating the hospital’s online provider credentialing database, ensuring practitioner demographic, licensure, certification, privileging, and payer enrollment information is accurate and current
13. Assist with payer credentialing and recredentialing applications for practitioners, ensuring required documentation is submitted accurately and within required timeframes as directed
14. Maintain payer enrollment records and assist with tracking approval statuses to support uninterrupted billing and reimbursement
15. Notify the Administrative Assistant of credentialing-related issues and assist, as directed, to resolve issues
16. Track expiration dates for licenses, certifications, and other required documents for physicians and allied health professionals
17. Maintain copies of current state licenses, certifications, DEA certificates, malpractice coverage, board certifications, and other required credentials in practitioner files in accordance with hospital policy
18. Notify the Administrative Assistant of upcoming expirations of licensures, certifications, registrations, or any identified discrepancies, deficiencies, or compliance issues regarding practitioner credentialing and privileging files/documents
19. Notify practitioners of upcoming expirations of required documents
20. Maintain confidentiality of sensitive hospital, employee, and patient-related information
21. Other duties as assigned

QUALIFICATIONS:

Education: High school diploma or equivalent is required.

Work Experience: Desired but not required. Two (2) years of clerical experience preferred.

Required Knowledge, Skills, and Abilities:

• Strong written and verbal communication skills
• Ability to read and write effectively
• Ability to multitask when completing several tasks at once
• Strong organizational skills
• Ability to work independently with minimal supervision
• Integrity and discretion when working with sensitive company information
• Detailed oriented to properly maintain all administrative documents
• Proficient with computers and Microsoft Office (Word, Excel, Outlook,)

Physical Requirements:  

• Prolonged periods of remaining in a stationary position at a desk and working on a computer
• Frequent use of hands, wrists, and fingers to operate a computer keyboard, mouse, telephone, and other office equipment
• Occasionally move about the office and facility campus to access file cabinets, office machinery, other departments, etc.
• Frequently position self, such as bending, stooping, reaching, kneeling, or twisting, maintaining files, retrieving files or office supplies, etc. 
• Ability to communicate information accurately so others will understand
• Ability to hear and respond to telephone calls, alarms, and normal office conversations
• Visual acuity sufficient to read printed documents, computer screens, and handwritten materials
• Frequently move, lift, push, or pull boxes, equipment, files, etc. weighing up to 20 pounds across the office for various needs. 

OSHA EXPOSURE CATEGORY C:     
Not at risk for exposure to bloodborne pathogens.

Equal Opportunity Statement:
We are an equal opportunity employer and do not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression or any other characteristic protected by federal, state or local laws.