JOB SUMMARY: Responsible for varied clerical functions involving the application of some independent judgment based on knowledge gained through experience in the performance of responsible and confidential duties for the Administration Department; performs related work as required for the Chief Operating Officer, as well as physicians and supervisors based on direction from the Executive Assistant.
DUTIES & RESPONSIBILITIES: Types correspondence, reports and forms. Typing and transcribing for various supervisors and physicians. Answers the telephone for the Administration Department and refers questions and/or complaints to the responsible individuals. The Administrative Secretary assists other departments when requested to do so with direction provided by the Executive Assistant; schedules appointments and meetings for Chief Operating Officer as requested; prepare and maintain the Monthly Activity Calendar, physician’s on-call listing, physician’s away schedule. Schedules and collects fees for depositions, receives complaints and directs same to appropriate personnel for resolution. Prepares, obtains signatures, and mails patient terminations letters as determined by physicians. Maintains incident database, maintains a continuous inventory and orders supplies for the department, routes all faxes and sorts and routes mail for the Administration Department. Prepares, typesets, and orders/copies forms for the Group. Updates the “lunch line” daily as appropriate. Schedules meetings, books rooms for luncheons, and orders food for such. Does all related work for the Administration Department as required under the direction of the Executive Assistant. Takes minutes for several committee meetings as assigned and covers for vacations, etc. in other meeting instances. Attends OSHA initially at orientation and annually thereafter.
It is the responsibility of the Administrative Secretary to keep the Executive Assistant informed of the progress of tasks assigned to ensure that deadlines are maintained.
RELATIONSHIP WITH OTHERS: Direct relationship with patients, vendors, physicians, staff, and administration. Must respond in a courteous and efficient manner in dealing with patients, physicians, clinical staff, and others, over the telephone and in person. Must establish an effective working relationship with associates, and become an active and integral part of the Group’s administrative team.
EDUCATION/EXPERIENCE/KNOWLEDGE: Graduation from high school, eight (8) year’s experience as a medical or administrative secretary with complete knowledge of general office procedures, computer experience, knowledge of Microsoft Office Suite, Word, Excel, Access, and related programs. Ability to analyze problems and to arrive at logical answers when dealing with the work content. The ability to maintain strict confidentiality with regard to all matters, either oral or written; the ability to work with minimum supervision; to follow through on projects and to complete tasks and assignments. Ability to transcribe minutes.
PHYSICAL REQUIREMENTS: Requires sitting, standing bending and reaching. May require lifting up to 20 pounds. Requires manual dexterity sufficient to operate standard office equipment such as computer, fax, calculators and telephone. Requires normal hearing and vision.
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