Overview

Performs and coordinates a variety of clerical support services for the efficient operation of the department.  Performs and provides secretarial, operational support, and administrative assistant services such as preparing payroll, maintaining files, preparing correspondence, coordinating meetings and events and preparing reports.

Responsibilities

Provides secretarial support to include

Accepts and screens telephone calls; routes calls appropriately.

Types memos/letters.

Assists with the preparation of various monthly, quarterly and annual reports.

Records in-services and obtains education reports as needed for Nursing Managers.

Supervises daily collection/dispersion of mail for Nurse Leaders and Nursing Units.

Assists with the establishment of due dates and tracking deadlines for projects, reports, etc.

Compiles and produces various reports and graphs including budget reports, PI reports, etc.

Payroll:

Compiles and reconciles data and information necessary to prepare payroll for approval by the manager.

Communicates with staff and their respective manager regarding data required for completion.

Compiles data required to compute productivity and enters into the payroll spreadsheet.

Administrative Assistant

Answers phones in a pleasant and courteous manner

Uses good judgement in screening calls, responding to inquiries and/or routes calls as appropriate.

Supports the clerical needs of the Home Health Director and organizes and centrally files important Agency documents.

Handles a variety of special projects, as assigned, which may be long or short-term, including maintenance of the Administrative Manual.

Insures the office is safe, clean, organized, secure and presentable to internal and external customers.

Looks for opportunities to improve the work environment.

Files documents according to established process for retrieval and safety.

Travels to assigned destinations for departmental business purposes

Schedules and supports meetings

Organizes and prepares packets for department meetings.

Schedules meetings using Outlook.

Coordinates meetings by booking meeting rooms, preparation of agenda, preparation of packets; preparation of meeting notices to be sent to attendees, coordination of catering services; coordination of availability and set-up of special equipment, recording of minutes, development and maintenance of filing system.

Assists with the organization, planning, set-up and execution of special events throughout the year.

Coordinates calendars and appointments

Maintains appointments daily

Coordinates interviews

Coordinates travel arrangements; reconciliation of travel expense reports

Types, edits or revises and publishes documents such Policies and Procedures, Job Descriptions, Employee Rosters, Manuals, Minutes, etc., as directed.

Orders office supplies, keeps a current inventory and oversees the maintenance of office equipment such as the copy/fax machine.

Assist with payroll edits, scheduling, and use of other DCH systems                     

Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.

Performs compliance requirements as outlined in the Employee Handbook

Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.

Requires use of electronic mail, time and attendance software, learning management software and intranet.

Must adhere to all DCH Health System policies and procedures.

All other duties as assigned.

Qualifications

High School diploma or equivalent.  At least one year of general secretarial experience required with some healthcare experience preferred. Typing 20 wpm minimum.  Working knowledge of computers and various types of software including spreadsheets and word processing.  Microsoft Office Word, Outlook and Excel basic skills required. Must be organized and able to establish priorities.  Must be able to communicate effectively (both orally and in writing) with patients, physicians, co-workers and administrators; ability to meet the public with tact, courtesy and efficiency.  Must have well defined personal skills.  Knowledge of medical terminology preferred.  Must be able to read, write legibly, speak and comprehend English.

WORKING CONDITIONS

WORK CONTEXT

• Must be able to work independently
• Must be able to prioritize and organize work to reach established goals
• Communicate with different personalities and engage in face to face discussion
• Dealing with unpl