Sr Department Secretary (Eden 250C)

We are so glad you are interested in joining Sutter Health!
Organization:
EMC - Eden Medical Center
Position Overview:
Provides full secretarial and administrative support for the Division of Emergency and Trauma Services and various intra departmental committees as assigned. Provides secretarial support to the Divisional Nursing Director / Assistant Nursing Director.
Job Description:
These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).
JOB ACCOUNTABILITIES

• Compiles and computes data for routine business reports as instructed. Collects information needed by Director for conference and reports.
• Performs a variety of routine typing and clerical duties as necessary. Researches information, compiles statistics, gathers and computes various data as directed.
• Opens and routes incoming mail; distributes correspondence and other material to departmental staff. Screens visitors and telephone calls. Answers inquiries on procedures and policies relating to departmental functions.
• Serves as a resource to other employees. Communicates clearly and tactfully with patients and their families.
• Compiles department schedule and enters into PICIS/Optime. Assists the charge RN in finding replacement staff for ill calls, etc. Maintains accurate daily staffing records.
• Takes and transcribes dictation of a highly confidential nature. Maintains confidential files.
• Processes and maintains confidential information such as staff personnel files, quality improvement records and confidential meeting minutes.
• Familiar with Excel, Word, Outlook, payroll systems, PowerPoint and PICIS/Optime, EPIC
• Capable of typing/word processing at 60 wpm with 90% accuracy.
• Makes arrangements for meetings and coordinates facilities. Prepares agendas, sends notices and records minutes. Prepares computer and technical detail for meetings.
• Receives and screens telephone calls, mail and visitors.
• Communicates technical information in a manner appropriate for the intended audience.
• Inventories and orders departmental supplies as necessary. Arranges for equipment repairs, monitors costs/needs for replacement.
• Participates in designated staff meetings and records minutes. Keeps accurate records ad minutes of meetings as assigned, including Committee agendas and minutes.
• Maintains harmonious relationship with unit and co-workers, providing support and assistance to co-workers to ensure quality patient care.
• Schedules Directors appointments, maintains and updates Directors daily calendar in Outlook computer program.
• Manages kronos for the division. Prepares employee timecards. manages AEF's and pre-approves timecards.. Assist in clarification of errors reported on individual payroll checks. . Payroll information is entered concurrently with 99% accuracy.
• Maintains departmental policy and procedure manuals, typing and collating all revisions, and distributing revisions that are pertinent.
• Completes job duties within required timeframe, according to established schedules or workflow requirements.
• Assists with overseeing and coordinating annual verification of licensures/certifications in compliance with Title 22 and JCHAO regulations.
• Regularly updates knowledge of techniques, guidelines and regulations.
• Assists in the containment of hospital costs through the appropriate ordering and conserving of supplies and equipment.
• Participates and is an acting member of the New Products Committee, maintains and oversees all applicants and product information.
• Participation in 5S and Kaizen process improvement work.
• Attends continuing education courses related to area of specialization to remain current in field.
• Collects, inputs and analyzes data for the department, generates reports when needed.
• Performs other related duties as assigned or requested, such as photocopying covering for other secretaries as needed, etc.
• Attends required number of staff meetings per year.
• Compiles and computes data for routine business reports as instructed. Collects information needed by Director for conference and reports.
• Performs a variety of routine typing and clerical duties as necessary. Researches information, compiles statistics, gathers and computes various data as directed.
• Opens and routes incoming mail; distributes correspondence and other material to departmental staff. Screens visitors and telephone calls. Answers inquiries on procedures and policies relating to departmental functions.
• Serves as a resource to other employees. Communicates clearly and tactfully with patients and their families.
• Compiles department schedule and enters into PICIS/Optime. Assists the charge RN in finding replacement staff for ill calls, etc. Maintains accurate daily staffing records.
• Takes and transcribes dictation of a highly confidential nature. Maintains confidential files.
• Processes and maintains confidential information such as staff personnel files, quality improvement records and confidential meeting minutes.
• Familiar with Excel, Word, Outlook, payroll systems, PowerPoint and PICIS/Optime, EPIC
• Capable of typing/word processing at 60 wpm with 90% accuracy.
• Makes arrangements for meetings and coordinates facilities. Prepares agendas, sends notices and records minutes. Prepares computer and technical detail for meetings.
• Receives and screens telephone calls, mail and visitors.
• Communicates technical information in a manner appropriate for the intended audience.
• Inventories and orders departmental supplies as necessary. Arranges for equipment repairs, monitors costs/needs for replacement.
• Participates in designated staff meetings and records minutes. Keeps accurate records ad minutes of meetings as assigned, including Committee agendas and minutes.
• Maintains harmonious relationship with unit and co-workers, providing support and assistance to co-workers to ensure quality patient care.
• Schedules Directors appointments, maintains and updates Directors daily calendar in Outlook computer program.
• Manages kronos for the division. Prepares employee timecards. manages AEF's and pre-approves timecards.. Assist in clarification of errors reported on individual payroll checks. . Payroll information is entered concurrently with 99% accuracy.
• Maintains departmental policy and procedure manuals, typing and collating all revisions, and distributing revisions that are pertinent.
• Completes job duties within required timeframe, according to established schedules or workflow requirements.
• Assists with overseeing and coordinating annual verification of licensures/certifications in compliance with Title 22 and JCHAO regulations.
• Regularly updates knowledge of techniques, guidelines and regulations.
• Assists in the containment of hospital costs through the appropriate ordering and conserving of supplies and equipment.
• Participates and is an acting member of the New Products Committee, maintains and oversees all applicants and product information.
• Participation in 5S and Kaizen process improvement work.
• Attends continuing education courses related to area of specialization to remain current in field.
• Collects, inputs and analyzes data for the department, generates reports when needed.
• Performs other related duties as assigned or requested, such as photocopying covering for other secretaries as needed, etc.
• Attends required number of staff meetings per year.

EDUCATION

• Equivalent experience will be accepted in lieu of the required degree or diploma.
• HS Diploma or equivalent education/experience
• Bachelor's or equivalent education/experience

PREFERRED EXPERIENCE AS TYPICALLY ACQUIRED IN:

• 2 years secretarial experience in a health care setting, preferably OR/Surgical setting
• Compose letters/memorandums
• Excellent communication skills, written and verbal
• Proficiency with PC and computer terminal
• Word, Excel, Outlook and PowerPoint
• Type 80 wpm
• Microsoft Office experience required

Job Shift:
Days
Schedule:
Full Time
Shift Hours:
8
Days of the Week:
Monday - Friday
Weekend Requirements:
As Needed
Benefits:
Yes
Unions:
Yes
Position Status:
Non-Exempt
Weekly Hours:
40
Employee Status:
Regular
Number of Openings:
1
Sutter Health is an equal opportunity employer EOE/M/F/Disability/Veterans.
Pay Range is $29.67 to $37.55 / hour
The salary range for this role may vary above or below the posted range as determined by location. This range has not been adjusted for any specific geographic differential applicable by area where the position may be filled. Compensation takes into account several factors including but not limited to a candidate's experience, education, skills, licensure and certifications, department equity, training and organizational needs. Base pay is just one piece of the total rewards program offered by Sutter Health. Eligible roles also qualify for a comprehensive benefits package.