Administrative Secretary

Job Description

Job Description

Under direct supervision from a leader on the Leadership Salary Plan grade up to and including M07, performs secretarial duties such as typing routine correspondence and forms, maintaining files, distributing mail, and so forth.

Work is planned and checked by supervisor.

Uses discretion and judgment when screening visitors and telephone calls, making necessary grammatical or spelling changes in correspondence, and organizing own work load to meet established priorities.

Types memos, correspondence, reports and various routine forms, and makes changes in grammar, punctuation or spelling as needed.

Organizes workload to comply with deadlines and established priorities.

Maintains non-complex departmental record keeping and filing systems, including records related to personnel, payroll, attendance, work and purchase orders, and so forth.

Receives and screens visitors and telephone calls, and notifies appropriate personnel or records messages.

Responds to general inquiries concerning department / unit activities and operations by relating to established policies and procedures.

Maintains department calendar.

Schedules meetings and appointments. Makes routine travel or conference arrangements as necessary.

Opens, sorts, records and distributes mail.

Posts information to records and logs, maintains established files, and prepares various adhoc reports according to directions from supervisor.

Performs related general office duties, such as monitoring and ordering standard supplies, operating office copier, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.

May be responsible for performing duties such as typing patient related documents, gathering information from patients to relate to physicians, maintaining patient files, and scheduling patient for surgery, tests and appointments. Performs other related duties as assigned or requested.

Skills :

Literacy and experience working with Microsoft Software Programs required. Previous experience scheduling appointments / maintaining calendars preferred.

Interpersonal skills necessary in order to communicate effectively with callers and visitors, and provide information requiring ordinary courtesy and tact.

Ability to distribute departmental mail and other materials.

Must meet or exceed core customer service responsibilities, standards and behaviors as outlined in the HFHS Customer Service Policy and summarized below : Communication, Ownership, Understanding, Motivation, Sensitivity, Excellence, Teamwork, Respect

Must practice the customer skills as provided through on-going training and in-services.

Must possess the following personal qualities : Be self-directed, Be flexible and committed to the team concept, Demonstrate teamwork, initiative and willingness to learn, Be open to new learning experiences, Accepts and respects diversity without judgment, Demonstrates customer service values

Education :

Requires a high school diploma or G.E.D. equivalent.

One (1) year of experience within an office setting preferred.