Services Secretary

LOCATION

500 Third Avenue, Big Rapids, Michigan 49307

SCHEDULE

This is a full time position, 40 hours per week. Monday - Friday 8am to 5pm is the typical schedule, however the office is open Monday 8am-6pm and Tuesday and Wednesday open 8am-7pm so there is a need to work some later nights, this is done on a rotation.

COMPENSATION

Hourly Rate: $17.91 - $24.33 depending on experience

• Student loan forgiveness through the Public Service Loan Forgiveness Program
• Health benefits through BCBS with employer contributions to the HSA
• 12 weeks of 100% paid maternity and paternity leave
• Employer funded short- and long-term disability
• Comprehensive dental and vision benefits
• 100% employer funded Defined Benefit (pension) program with vesting after 6 years
• 30 paid leave days (16 annual/12 sick/2 floating) during first year of employment, this increases with years of service
• Performance-based compensation plan with annual increases
• Professional development opportunities
• Free CEU training opportunities
• 12 paid holidays

SUMMARY 

General Description: The Secretary performs, according to standard procedures, routine to moderately difficult clerical work and otherwise supports management and staff with administrative tasks. 

Responsibilities and Duties: Greets people and determines nature of business and directs to appropriate person. Maintains office communications: Answers telephone and gives information to callers or routes call to appropriate person and places outgoing calls using knowledge of telephone etiquette. Takes messages in person and over the phone. Schedules and coordinates appointments and meetings, makes reservations, reads and routes incoming mail and messages, posts outgoing mail. Answers routine questions, instructs others in new procedures, the use of forms, and receives and processes referrals. Maintains confidentiality and provides a pleasant atmosphere using interpersonal skills. Keyboard activities: Performs various typing, word processing, transcription and data entry functions from rough draft, straight copy, or voice recordings according to required formats. Compiles, codes, tabulates, and types statistical reports using basic math. Completes various forms and statements and updates various listings. Checks the accuracy and completeness of records, forms, bills and other documents, and follows through on corrections or payments. Filing: Creates, locates, updates, transfers, and otherwise maintains records, administrative files, correspondence and minutes, according to standard procedures and record retention policy. Maintains electronic medical records via scanning and data entry. Uses photocopier to copy, scan and fax. Operates other office machines including Polycom. Maintains inventory of supplies and materials and fills out request to replenish as necessary. May participate on special agency committees. May dispatch agency vehicles, receive supplies or travel short distances for business purposes. May reconcile attendance/data difficulties with contractors and residential providers. May serve as temporary backup for other secretarial or office manager position(s). 

The above statements are intended to describe the general nature and level of work being performed by people assigned this title. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. They are not intended to limit or in any way modify the right of supervisors to assign, direct, and control the work of employees under their supervision. The above statements will also incorporate knowledge about and actively support: 1) culturally competent recovery based practices, 2) person-centered planning, and 3) a trauma informed culture of safety to aid consumers in the recovery process as applicable to the work performed. 

EMPLOYMENT STANDARDS 

General Education: High School Graduate or GED 

Courses Preferred: Typing, office machines, computer science, data processing, transcription, accounting and business English. 

Other Preparation: Medical terminology and receptionist seminar preferred. 

Job-Related Experience: Sufficient experience to perform the position at a satisfactory level required. Two years clerical experience or Associates degree in clerical/secretarial field with one-year clerical experience preferred. Ability to type from rough draft at the rate of 50 words per minute and 6500 keystrokes per hour for data entry after errors preferred.

Licenses/Certification: Valid driver's license while operating a vehicle while on agency business. 

CONDITIONS OF EMPLOYMENT 

Knowledge: Basic correspondence formats, office procedures, office machines, word processing, spreadsheet, and database computer programs, grammar, spelling and punctuation, basic mathematics, filing systems, reading comprehension, stress management, bookkeeping and audio/visual equipment. May require knowledge of Medicaid and insurance rules/codes, billing procedures. 

Skills: Typing (50 wpm), data entry (6500 kph), word processing and computer databases, multi-line phone experience, calculator, photocopier, postage meter, legible handwriting, and proper telephone etiquette. May do transcription by dictaphone. 

Abilities: Communicate well verbally and in writing, handle confidential information effectively, make decisions, problem solve, work independently, proofread, perform basic math, sort and arrange, prioritize work, interpersonal skills, team worker, self-confidence, organizational skills, record maintenance, performing tasks simultaneously, assertiveness, stay calm under stress, perseverance, adaptable, exercise common sense, handle interruptions, courtesy, meet deadlines, professionalism, follow directions, show empathy, follow set procedures, good public relations, assess crisis calls, recognize situations involving recipients where assertiveness or discretion is required, attention to detail, professional in appearance, initiative. 

Physical Demands: Work is sedentary and involves typical office behaviors such as reaching, handling, and typing. Eye-hand/foot coordination necessary to operate dictaphone. Near acuity necessary for typed letters and figures. Some bending, stooping, climbing and lifting. 

Work Environment: Work is performed in typical office setting.