About The Position
The Department Assistant performs entry-level secretarial work for a department or area of moderate scope. The role provides clerical and administrative support to a supervisor, including composing correspondence; typing memoranda, reports, and other documents; processing payroll and personnel requisitions as directed; arranging travel; maintaining the supervisor’s calendar; and preparing and processing records. The employee exercises initiative in handling routine assignments and works under general or administrative supervision, with closer attention from the supervisor for technical or confidential projects. The position also supports the flow of office work by receiving and screening mail, maintaining correspondence and action records, following up on work in progress, organizing files, greeting and routing visitors, answering telephone calls, and assembling information for the supervisor. The assistant may shift clerical support to address fluctuating workloads and performs clerical work related to the supervisor’s program, including routine non-technical correspondence. The employee must complete mandatory department, educational, and hospital requirements; follow current infection-control and safety standards; and maintain regular, prompt attendance. The schedule is as defined, with overtime as required.
Requirements
- High school diploma or equivalent.
- A comparable combination of education and experience may substitute for the stated education requirement.
- Ability to work the schedule as defined and overtime as required.
- Regular and prompt attendance.
Responsibilities
- Compose correspondence and type memoranda, reports, and other correspondence.
- Process payroll and complete personnel requisitions as directed by the manager.
- Make travel arrangements and maintain the supervisor’s calendar, including scheduling appointments and conferences.
- Prepare and process documents and records.
- Receive and read incoming mail, screen items for personal handling, and forward other items with relevant background material.
- Maintain control records for incoming correspondence and action documents, and follow up on work in progress to ensure timely replies or action.
- Maintain alphabetical and chronological files and records of office correspondence, documents, reports, and other materials.
- Act as office receptionist by answering telephone calls, greeting visitors, and announcing and routing them.
- Assist in expediting office work, including shifting clerical subordinates to address fluctuating workloads.
- Assemble and summarize information from office files, documents, or other available sources for the supervisor.
- Perform clerical work related to a phase of the supervisor’s program, maintain related records, and compose program correspondence.
- Compose and sign routine, non-technical correspondence in the supervisor’s name.
- Complete mandatory department, educational, and hospital requirements.
- Adhere to current infection-control and safety standards.
- Maintain regular and prompt attendance, work the defined schedule, and work overtime as required.
- Perform related duties as assigned.
Benefits
- Employees in a regular position working 20 or more hours per week (0.50 FTE or greater) qualify for benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
