Senior Secretary
- 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.
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