Administrative Secretary

Overview
Starting Pay: $15.81 to $18.58 DOE
Full time position working 80 hours per two week pay period. Days of work are Monday - Friday with hours from 8 am - 4:30 pm, no weekends or holidays.
Under the direct supervision of the Facilities Manager, coordinates all work order control activities and functions and assigned maintenance activities. Responsible for the communication system operation, program changes or upgrades.
Responsibilities

• Receives, logs, prioritizes and assigns maintenance and repair requisitions; estimates time required for each assignment; maintains master schedule of projects; keeps Manager informed of activities and refers problem situations to Manager for resolution.
• Daily carrier runs to bank, Anne Carlsen, post office, and others.
• Utilizing the word processor, spreadsheet, and database programs, types a variety of materials including letters, reports, memos, forms, etc. for the Plant Services, Bio Medical, Environmental Services, and Linen Services Departments.
• Maintains work order files on the computer and phone system by scheduling service work including materials and supplies, man hours required, location where work was performed, dates of service, etc.
• Generates reports as required.
• Coordinates plans, scheduling, and implements activities between Facilities and other hospital departments.
• Assists Manager in the organization and maintenance of inventory, including tools, equipment and supplies.
• Orders office supplies and assists Manager in the purchase of materials and other supplies.
• Coordinates the preventive maintenance scheduling including assignment of control numbers for each piece of equipment, preparing equipment tags, and entering information into the computer,
• Monitors production, workflow and scheduling to improve efficiency and quality of work performed by department employees and outside contractors.
• Prepares monthly activity reports for review and follow-up by the Manager.
• Maintains policies and procedures and record keeping systems for the department and as required by Occupational Safety and Health Administration (OSHA), Joint Commission, Federal Drug Administration (FDA), and Americans with Disabilities Act (ADA).
• Responsible for maintaining and updating the master copies of the Material Safety Data Book and for distributing required information to the applicable departments.
• Oversees other activities in the department including prepping reports for Environment of Care and Joint Commission inspections.
• Backup for Material Services to process outgoing mail and answer ing phone for loading dock. Accepts and screens telephone calls and routes call as appropriate.
• Performs other related duties as assigned or requested.

Qualifications
High school level of education required, plus one to two years vocational or equivalent experience. Associate of Arts degree or equivalent preferred.
Position is required to attend Crisis Prevention Intervention (CPI) training in the appropriate timeframe according to department orientation checklist.
One to two years in a responsible secretarial position.
This position requires completion of a motor vehicle record report as driving a company vehicle is required