Secretary

Role Overview

• Performs administrative and clerical activities within established guidelines to support department operations.
• Provides secretarial support to facilitate smooth operation of the department.
• Coordinates workflow to ensure operation within the department.
• Maintains calendars for Department Head with accuracy, updating as changes occur.
• Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics assuring smooth functioning of events.
• Makes travel arrangements as required.
• Maintains, on a timely and accurate basis, records and databases of information specific to the department, often of a highly confidential nature.
• Maintains confidential personnel files for department staff, processes time sheets and tracks PTO in accordance with policy and procedure, serves as liaison with Payroll and Human Resources.
• Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff.
• Processes timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures.
• Distributes accurately patient reports on a daily basis.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner.
• Designs formats and lays out presentations and documents as needed, using basic and intermediate features of Microsoft Office applications including Word, Excel, Outlook, and Power Point.
• Reviews, determines appropriate disposition of, and responds to mail, faxes, email in a timely manner.
• Performs a variety of clerical tasks including monitoring and ordering office supplies, making copies, and sending and receiving faxes as required.
• Organizes data and information on a regular basis.
• Ensures maintenance of hard copy and computer files periodically as required.
• Maintains existing databases in standard and specialized database applications.
• May conduct research on the internet.
• Serves as liaison and works closely with other departments as needed to ensure consistent provision of services and to resolve problems as needed.
• Participates in office renovation, space allocation, and office moves, coordinating Information Systems, Telecommunications, Facilities, and Maintenance, and other support services as needed.
• Prepares patient charts, oversees department scheduling, facilitates add-on patient scheduling and confirms appointments daily as needed.
• Serves as a point of contact for visitors and callers in department as required.
• Answers and screens telephone calls and takes accurate messages.
• Responds to inquiries from callers or refers to appropriate department staff.
• Seeks opportunities to complete unassigned work based on observation.
• Provides support to other departments when needed.
• Performs other duties as assigned.

Requirements

• High school diploma or GED.
• Three years of clerical, secretarial, office, or administrative experience.
• Broad knowledge of administrative and clerical functions.
• Proficiency in Microsoft Office including Word, Excel, Outlook, and Power Point required.
• Familiarity with basic internet searching and browsing.
• Excellent organizational and interpersonal skills.
• Possesses a friendly and customer-focused demeanor.
• Manages prioritizing tasks based on urgency and department needs.

Benefits

• Medical Plan
• Prescription drug coverage & In-House Employee Pharmacy
• Dental Plan
• Vision Plan
• Flexible Spending Account (FSA)
• Healthcare
• FSA
• Dependent Care
• Retirement Savings and Investment Plan
• Basic Group Term Life and Accidental Death & Dismemberment (AD&D) Insurance
• Supplemental Group Term Life & Accidental Death & Dismemberment Insurance
• Disability Benefits – Long Term Disability (LTD)
• Disability Benefits – Short Term Disability (STD)
• Employee Assistance Program
• Commuter Transit
• Commuter Parking
• Supplemental Life Insurance
• Voluntary Life
• Spouse
• Voluntary Life
• Employee
• Voluntary Life
• Child Voluntary Legal Services
• Voluntary Accident, Critical Illness and Hospital Indemnity Insurance
• Voluntary Identity Theft Insurance
• Voluntary Pet Insurance
• Paid Time-Off Program