Senior Secretary

Description

JOB DESCRIPTION

With minimal supervision, provides administrative support.Communicates and implements office procedures for recordkeeping, filing, ordering of supplies and confidential information.May supervise or direct the work of temporary and/or regular employees.May interview applicants and provide input to performance evaluations.Tracks vacation and back up coverage schedules.Processes employee time cards including calculations and other employee transactions after review and approval.Answers unit/department telephones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller/visitor to appropriate staff member.Greets visitors in a courteous manner.Receives, opens, dates, and distributes incoming mail to appropriate employee.Prepares and mails outgoing correspondence and information.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 and regular or intermittent meetings for one or more managers.Prepares daily schedules.Prioritizes requests for meetings.Makes and confirms travel arrangements.Schedules and coordinates meetings and/or special events.Takes minutes as requested.Edits and types correspondence, reports, and manuscripts from rough draft to final copy.Proofreads generated documents for grammar, punctuation, spelling and factual correctness and conformance to policies.Advises writer or supervisor of policy deviations.May take and/or transcribe dictation.Assists in preparing and completing special projects.Initiates, processes and maintains records and invoices on purchases, reimbursements, receipts and related financial matters.Maintains budget records and assists in examining and highlighting variances in budget reports.Informs supervisor of status of accounts.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.Sets up, 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.Three years of clerical or secretarial experience.Previous experience with various personal computer software applications.Positions within this classification may require the ability to type or keyboard 50 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.