Status: Full Time
Shift: 8A-4:30P, 8 hrs days, 36hrs/week, flexibility based on dept meetings/surveys, hours will vary based on dept needs
Exempt: No
Summary:
Responsible for providing comprehensive clerical support and administrative assistance to the Emergency Services Department, ensuring the smooth operations, department timekeeping/payroll, timely completion of administrative tasks, and maintaining daily operational and supply needs.
Other information:
REQUIREMENTS:
- High School diploma required.
- Secretarial degree and/or two years of secretarial experience preferred.
- Proficiency in Word, Excel, PowerPoint, and Visio with ability to learn any new software necessary or required.
- Strong communication and organizational skills.
- Healthcare experience preferred.
- Timekeeper and supply ordering experience is preferred.
WORKING CONDITIONS:
- Normal patient-care environment with likely exposure to excessive noise, dust, temperature, and the like.
- Stressful, constant standing or sitting, lifting supplies, carrying supplies, and viewing computer monitor for extended periods of time.
- Must be able to perform and prioritize multiple tasks and handle frequent interruptions and maintain ability to project a calm and positive manner in dealing with employees and the public.
PHYSCIAL EFFORT REQUIRED:
- Strength: Moderate
- Push: Frequently
- Pull: Frequently
- Carry: Frequently
- Lift: Frequently
- Sit: Frequently
- Stand: Frequently
- Walk: Frequently
Responsibilities:
DESCRIPTION OF DUTIES:
- Maintain confidential records of personnel changes and staffing schedules.
- Handle sensitive and confidential information discreetly.
- Support department leadership in meeting deadlines, office processes, and special projects.
- Prepare travel requests, coordinate travel arrangements, and manage reimbursement paperwork.
- Attend and document meetings, ensuring confidentiality.
- Generate reports, proofread documents, and type memorandums and letters.
- Organize and manage filing systems for administrative materials.
- Schedule meetings, seminars, conferences, and departmental activities.
- Handle telephone calls, direct them appropriately, and manage department communication.
- Maintain department data, logs, and records, and assist with budget processes.
- Manage payroll information, timekeeping, and staff evaluation.
- Assist with QA functions, data submission, and audits.
- Act as primary timekeeper and monitor attendance issues.
- Assist with employee orientation, training, and HR-related tasks.
- Maintain departmental equipment, supplies, and inventory.
- Train other clerical employees as needed and coordinate supply orders.
- Process and distribute departmental mail, maintain regulatory requirements, and serve as a resource for department staff.
- Utilize various computer applications for department tasks and maintain Shared Drive(s).
- Perform other duties as assigned by department leadership.
- Manages ED invoices, meticulously reviewing and coding them for accuracy, and collaborates with the finance department to resolve discrepancies before obtaining approvals from department leaders.