Address
Form of workGENERAL SUMMARY:
Under general supervision from the Vice President, Division Head or Physician-in-Charge in Leadership Salary Grade M08/ PHY 500 or above, provides secretarial, clerical and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects, and so forth. May direct the work of lower-classified clerical employees, purchase standard supplies, and perform routine bookkeeping and billing functions.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
1.Performs a wide variety of typing duties, such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules, and so forth, which are often confidential in nature. May assign or check work of lower-classified secretarial or clerical employees.
2.Assists in preparing complex administrative reports, statements, rosters and so forth. Performs difficult data and/or information gathering. Computes complex calculations, and drafts and prepares special reports/analyses for review by supervisor.
3. Reviews and screens visitors and telephone calls, ascertains callers' needs, and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
4. Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data, and so forth, often dealing with executives, medical staff, trustees, or influential outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.
5. Receives and reads incoming correspondence, reports, memoranda and the like; screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to supervisor or others along with necessary background information.
6. Arranges meetings, conference, schedules, interviews and appointments; completes travel arrangements and maintains supervisor's business calendar.
7. Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
8. Establishes, maintains and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.
9. Attends meetings and takes, prepares and distributes minutes to appropriate personnel.
10. Performs specialized functions pertaining to departmental operations, including bulk purchasing or departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.
EDUCATION/EXPERIENCE REQUIRED:
Under general supervision from the Vice President, Division Head or Physician-in-Charge in Leadership Salary Grade M08/ PHY 500 or above, provides secretarial, clerical and administrative support services such as preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. Duties require a thorough knowledge of supervisor's areas of responsibility in order to gather data and prepare reports, answer correspondence, conduct projects, and so forth. May direct the work of lower-classified clerical employees, purchase standard supplies, and perform routine bookkeeping and billing functions.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
1.Performs a wide variety of typing duties, such as composing correspondence and preparing forms, tables, charts, records, statistical tables, schedules, and so forth, which are often confidential in nature. May assign or check work of lower-classified secretarial or clerical employees.
2.Assists in preparing complex administrative reports, statements, rosters and so forth. Performs difficult data and/or information gathering. Computes complex calculations, and drafts and prepares special reports/analyses for review by supervisor.
3. Reviews and screens visitors and telephone calls, ascertains callers' needs, and tactfully refers callers to appropriate personnel. Responds to inquiries concerning general administrative activities and operations, and refers complex and/or sensitive inquiries to appropriate person(s).
4. Regularly engages in a variety of contacts inside and outside the organization in order to obtain or relay information, arrange meetings, gather data, and so forth, often dealing with executives, medical staff, trustees, or influential outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.
5. Receives and reads incoming correspondence, reports, memoranda and the like; screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to supervisor or others along with necessary background information.
6. Arranges meetings, conference, schedules, interviews and appointments; completes travel arrangements and maintains supervisor's business calendar.
7. Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established departmental policies and procedures.
8. Establishes, maintains and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.
9. Attends meetings and takes, prepares and distributes minutes to appropriate personnel.
10. Performs specialized functions pertaining to departmental operations, including bulk purchasing or departmental supplies and materials, and requisitioning regular office supplies and/or other general office duties that may be assigned.
EDUCATION/EXPERIENCE REQUIRED:
- Requires a High School Diploma or a G.E.D. equivalent.
- One year certificate from college or technical school with at least three (3) years of experience within an office setting; or five (5) or more years of related secretarial experience within an office setting required.
- Previous experience scheduling appointments/maintaining calendars required.
- Progressively more responsible related work experience necessary in order to gain in-depth understanding or organizational policies, procedures and operations, in order to assume a variety of high-level administrative details including arranging meetings and conferences without prior clearance, answering semi-complex correspondence, assembling highly confidential and sensitive information, answering questions of influential callers, and so forth.
- Interpersonal skills necessary in order to effectively communicate with external and internal callers and visitors, often dealing with sensitive/highly confidential matters.
- Analytical skills necessary in order to handle semi-complex administrative details such as preparing special non-recurring reports by combining confidential data from several sources, and scheduling and handling administrative/secretarial needs of supervisor.
