JOB DESCRIPTION:

• With minimal supervision, answers unit/department telephones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff. Sets up, organizes, and maintains various departmental files according to established procedures.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or more senior level managers, prepares daily schedules, prioritizes requests for meetings, prepares itinerary and/or expense reports, and prepares managers for meetings.
• Schedules and coordinates meetings and/or special events, reserves facilities, arranges for equipment and materials, arranges for speakers, refreshments or meals, develops agendas, and arranges seating.
• Takes minutes as requested.
• Receives and reviews incoming correspondence, independently responds to routine matters, and composes and edits responses for supervisor's signature based on knowledge of policies and procedures and supervisor's views.
• Forwards non-routine mail to appropriate individuals for handling and response.
• Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports and/or manuscripts. May take dictation and transcribe from a machine.
• Prepares charts and graphs for reports and presentations; may meet with typesetters and publishers to publish communications materials.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Inventories, orders, and maintains office supplies and forms; completes purchase requisitions and receives supplies.
• Initiates, processes, and maintains records and invoices on unit/departmental purchases, reimbursements, receipts and other related material.
• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit/department budget and budget variances.
• May forecast expenditures and make recommendations for purchase of major equipment.
• Researches, reviews, approves and submits requests for patient account discounts, adjustments and/or write offs submitted by management.
• Notifies patients of disposition of request.
• May supervise or direct the work of clerical, secretarial or other designated employees.
• May distribute work assignments.
• May interview applicants, train employees, and provide input to performance evaluations and other employee transactions.
• Tracks vacation and back up coverage schedules.
• Processes employee time cards and transactions after review and approval.
• May interpret policies and procedures for lower level employees; make recommendations to management on issues of concern within the unit/department.
• Enters, updates, maintains, compiles and retrieves data from computer databases.
• Documents how to access files. Generates regular or special reports and/or statistics after collecting and organizing data.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent preferrd.
• Five years of clerical or secretarial experience.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 55 accurate words per minute.

PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.

ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.