DEPARTMENT SECRETARY

Compensation Disclaimer

Compensation for this role is based on a number of factors, including but not limited to experience, education, and other business and organizational considerations.

Department: Parking and Transport - UH

FTE: 1.00

Full Time

Shift: Days

Position Summary

Provide secretarial, clerical and administrative support services such as answering multiple phone lines, preparing correspondence in final form, receiving visitors, distributing reports, scheduling meetings, maintaining files and accomplishing special projects as required. Responsible for managing Hospitals' confidential information such as employee information, performance management, legal and regulatory compliance. Ensure adherence to Hospitals and departmental policies and procedures. No patient care assignment.

Detailed responsibilities

• CALLS - Accept and screen telephone calls for supervisor and department staff or route calls appropriately
• CONTACTS - Engage in a variety of contacts outside the department and the Hospitals in order to obtain information and arrange meetings
• CUSTOMER RELATIONS - Establish and maintain good rapport and effective working relationships with patients, visitors, physicians and Hospitals employees
• EQUIPMENT & SUPPLIES - Operate and maintain a variety of office equipment; obtain and maintain office equipment supplies
• FILING - Classify, sort and file correspondence, records and other documents
• INQUIRIES - Answer inquiries concerning activities and operations of department by referring to and interpreting policies and procedures
• MAIL - Open sort, review and distribute mail and prepare responses to routine inquiries
• QUALITY SERVICE - Deliver quality service and act in a positive way with all customers to complete assigned functions; identify, recommend and implement opportunities for continuous improvement
• PAYROLL - Prepare and submit time to payroll system biweekly
• RECORDS - Establish, maintain and revise recordkeeping and filing systems
• REPORTS - Prepare a variety of administrative reports, statements and rosters; gather data and other necessary information; distribute reports
• SCHEDULING - Arrange meetings and conferences, schedule interviews and appointments and perform other duties related to maintaining supervisor's personal schedule
• SUPPLIES - Order office supplies and place items in proper storage areas
• TYPING - Perform a wide variety of typing assignments which are often confidential in nature
• DEVELOPMENT - Enhance professional growth and development through participation in educational programs, reading current literature, attending in-services, meetings and workshops
• PATIENT CENTERED MED - Adhere to and promote the core expectations of the Patient Centered Medical Home or Patient Centered Specialty Practice as applicable

Qualifications

Education:

Essential

• High School or GED Equivalent

Experience:

Essential:

Computer word processing program experience or education 3 years directly related experience

Nonessential:

Bilingual English, Spanish, Keres, Tewa, Tiwa, Towa, Zuni, or Navajo

Credentials:

Essential

• Not Applicable/Not Required

Physical Conditions:

Sedentary Work: Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working conditions:

Essential

• No or min hazard, physical risk, office environment
• Tuberculosis testing is completed upon hire and additionally as required