DEPARTMENT SECRETARY (FULL-TIME, 7:30AM-4:00PM)

Overview

The Department Secretary for the Housekeeping Department provides essential administrative support to ensure the smooth operation of the department. This role involves coordinating communication, maintaining records, and assisting with various clerical tasks to support the EVS team in delivering a clean, safe, and comfortable environment for patients, visitors, and staff. The Housekeeping Department Secretary is responsible for maintaining files, data collection and entry, in and outgoing mail, stocking office supplies, managing incoming telephone calls, delivery of messages timely and accurately, assisting walk-in employees/visitors, and keep office organized.

Essential Duties

• Provide administrative support to the EVS Director, EVS Manager and EVS staff.
• Answer and direct phone calls, take messages, and handle inquiries from internal and external sources.
• Maintain and organize departmental files, records, and documents, ensuring confidentiality and accuracy.
• Schedule meetings, appointments, and training sessions for the EVS team.
• Prepare and distribute department memos, reports, and correspondence.
• Assist in ordering, receiving, and maintaining inventory of EVS supplies and equipment.
• Coordinate with other hospital departments for EVS requests, including room turnover and special cleaning needs.
• Track and monitor EVS requests and work orders to ensure timely completion.
• Assist with onboarding and training new EVS staff by preparing necessary documents and coordinating orientation schedules.
• Maintain departmental policies and procedures and assist in their implementation.
• Perform other clerical duties such as photocopying, scanning, faxing, and data entry as needed.
• Overseeing EMR bed board for cleaning requests.
• Works with vendors for placing supply orders and completes appropriate paperwork.
• Assist with employee scheduling and timesheet editing.
• Demonstrates flexibility with assignments within professional scope/duties/licensure.
  
  

Responsibilities

Preferred Experience

• Minimum of 2 years of experience in an administrative or secretarial role, preferably in a healthcare or housekeeping environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with hospital management software.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Knowledge of housekeeping operations, terminology, and infection control procedures is a plus.
  
  

Preferred Education

• High school diploma or equivalent
  
  

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment To You

Riverside Healthcare offers a comprehensive suite of Total Rewards: benefits and nationally rated employee well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more so your journey at and away from work is remarkable. Our Total Rewards package includes:

Compensation

• Base compensation within the positions pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift differential, on-call
• Opportunity for annual increases based on performance
  
  

Benefits - .5 To 1.0 FTE

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program
  
  

Benefits - .001 To .49 FTE

• Paid Leave Hours accrued as you work
  
  

Employee Health Requirements

Exposure/Sensory Requirements:

Exposure To

• Chemicals: Refer to MSDS Sheets
• Video Display Terminals: Extreme
• Blood and Body Fluids: Minimal potential due to very restricted direct patient contact.
• TB or Airborne Pathogens: Minimal potential due to very restricted direct patient contact
  
  

Sensory Requirements (speech, Vision, Smell, Hearing, Touch)

• Speech: Required to communicate with physicians, patients, staff and hospitals.
• Vision: Needed to see MIS display, graphic lines for documentation, read printouts of reports, names on charts and forms.
• Smell: Needed for electrical/fire safety, detect presence of ETOH on patients and visitors.
• Hearing: Needed for telephone communication, hear intercom system from patient rooms and front door.
• Touch: Required to manipulate and operate office equipment and tools.
  
  

Activity/Lifting Requirements

Percentage of time during the normal workday the employee is required to:

• Sit: 68%
• Twist: 10%
• Stand: 20%
• Crawl: 0%
• Walk: 10%
• Kneel: 2%
• Lift: 5%
• Drive: 2%
• Squat: 5%
• Climb: 1%
• Bend: 5%
• Reach above shoulders: 2%
  
  

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Occasionally
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100 lbs: Not Required
  
  

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): Carry records from place to place, waist high approx 10-15'. Lift supplies from floor to cabinets, about 3-4'. Lift/carry supplies from utility rooms to counter and office. Carry stacks of chairs waist high approx 5-15'. In an emergency, could be required to carry a fire extinguisher down/up 3 flights of stairs and several hundred yards.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 120
• Twist: 10
• Stand:30
• Crawl: 0
• Walk: 10
• Kneel: 5
• Lift: 2
• Drive: 0
• Squat: 5
• Climb: 1
• Bend: 15
• Reach above shoulders: 2
  
  

Repetitive Use Of Hands (Frequency Indicated)

• Simple grasp up to 10 lbs. Normal weight: 5-10# occasionally
• Pushing & pulling Normal weight: 5-100#
• Fine Manipulation: Writing and computer keyboard.
  
  

Repetitive use of foot or feet in operating machine control: None

Environmental Factors & Special Hazards

Environmental Factors (Time Spent):

• Inside hours: 8
• Outside hours : 0
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal range
• Atmosphere:
  
  

Special Hazards: Mechanical-VDT display and numerous outlets.

Protective Clothing Required: None.

Pay Range

USD $17.84 - USD $21.52 /Hr