What are the responsibilities and job description for the Clerk Secretary/ Medical Record position at Global Information Technology Inc.?
Job Description:
Job Title: Clerk Secretary
Duration: 6 months
Work Location: Cranston, RI, 02910
Required Hours/Week: 35 Hrs. in a Week
Job Description:
Training Academy division to provide administrative and clerical support for training, onboarding, and personnel-related functions. This role is responsible for maintaining and organizing training records, managing file retention and archiving processes, tracking training attendance, processing administrative leave documentation, coordinating New Employee Orientation sessions, and supporting volunteer and intern onboarding activities. The ideal candidate will possess strong organizational and recordkeeping skills, exceptional attention to detail, and the ability to manage confidential information while supporting multiple administrative processes. Experience with filing systems, data entry, document management, and general office software is preferred.
4 most important qualifications candidate must have:
- Strong organization, administrative, and communication skills
- Proficiency in Microsoft office applications, data entry, recordkeeping, and scheduling
- Ability to manage multiple priorities and maintain accurate records.
- Must demonstrate attention to detail, discretion in handling confidential information, adaptability, and the ability to work independently and collaboratively in a fast-paced environment.
Essential Duties and Responsibilities
- Training Files Archiving and Retention
• Organizes, reviews, and maintains departmental training files and records.
• Assists with the archiving of historical training records in accordance with established retention schedules and records management procedures.
• Reviews files for completeness and proper documentation prior to archiving.
• Maintains an organized filing system for electronic and hard-copy records.
• Retrieves and provides training documentation as requested by authorized personnel.
- Training Participant Administrative Leave Processing
• Processes administrative leave documentation for employees participating in approved training programs.
• Reviews submitted documentation for completeness and accuracy.
• Enters, tracks, and maintains administrative leave records.
• Communicates with employees, supervisors, and appropriate personnel regarding missing documentation or processing requirements.
• Ensures records are properly maintained and submitted within established deadlines.
- File Labeling and Organization
• Labels, sorts, categorizes, and organizes departmental files and training documentation.
• Establishes and maintains consistent filing practices for physical and electronic records.
• Reviews existing files to ensure documents are properly identified, organized, and accessible.
• Assists with the development and maintenance of standardized filing systems.
- Training Attendance Recordkeeping
• Maintains accurate attendance records for departmental training sessions and programs.
• Records participant attendance and updates training databases, spreadsheets, or tracking systems.
• Compiles and organizes attendance documentation for reporting and recordkeeping purposes.
• Follows up on missing attendance sheets or incomplete training records.
• Provides attendance information to authorized staff as needed.
- New Employee Orientation Scheduling
• Coordinates and schedules New Employee Orientation sessions.
• Communicates with new employees, trainers, and departmental representatives regarding orientation dates, times, and requirements.
• Maintains orientation schedules and participant lists.
• Prepares and distributes orientation materials and related documentation.
• Tracks attendance and maintains orientation records.
- Volunteer and Intern Packet Processing
• Receives, reviews, and processes volunteer and intern application and onboarding packets.
• Checks documentation for completeness and follows up on missing or outstanding information.
• Organizes and maintains volunteer and intern files.
• Tracks packet submission and processing status.
• Coordinates with appropriate staff to facilitate the administrative processing and onboarding of volunteers and interns.
• Maintains confidentiality of personal and departmental information.
General Administrative Responsibilities
• Provides general clerical and secretarial support to departmental staff.
• Prepares, organizes, copies, scans, and distributes correspondence and documentation.
• Maintains accurate records, spreadsheets, logs, and tracking systems.
• Responds to routine inquiries and directs questions to the appropriate personnel.
• Performs related administrative duties as assigned.