DEPARTMENT SECRETARY- Cardiology

Carilion Medical Center•Roanoke, VA

6d•Onsite

About The Position

The Department Secretary performs secretarial and administrative support for multiple individuals within a department. Responsibilities include basic secretarial support, such as typing correspondence, managing files, screening phone calls, distributing mail and other related duties. May be required to operate a switchboard. Administrative duties may also include the processing, tracking and management of data related to Accounts Payable, Payroll and Attendance, taking minutes, as well as the management of reports specific to the department. Works under general supervision. Must set priorities, meet deadlines, and handle routine matters. Answers telephone in a timely manner and ensures proper transfer of calls to the appropriate staff. Directs inquiries as appropriate. Receives and distributes mail/faxes/electronic notifications. Distributes employee paychecks. Composes and types letters and correspondence with minimal errors in a timely manner. May record meeting minutes. Establishes and maintains confidential files and records. Maintains and orders office supplies. Works with vendors to ensure maintenance of general office equipment. Greets and assists visitors in a professional manner. Schedules appointments and coordinates arrangements for meetings, conferences and travel. Proofreads documents, correspondence and reports prepared by self or others. Prepares routine and non-routine special reports, including gathering and summarizing data. Collects and assembles data, creating professional graphs and charts. May organize budget data and track information. Processes department purchases and ensures invoices are sent to Accounts Payable. May be designated “changer” for time and attendance in the payroll system.

Requirements

High School Graduate or GED required.
Excellent written and verbal communication skills, with appropriate use of grammar, spelling and/or punctuation.
Knowledge of office procedures and equipment.
Strong organizational skills.
Self-motivated.
Strong PC software skills in word processing, spreadsheets, database and presentation software required (e.g., Microsoft Office Suite).
Business writing skills with the ability to compose documents, including correspondence, agendas, minutes, reports, etc. may be required based on departmental needs.

Nice To Haves

2-year business or secretarial school preferred.
2 (2) years of secretarial work experience preferred.

Responsibilities

Performs secretarial and administrative support for multiple individuals within a department.
Types correspondence.
Manages files.
Screens phone calls.
Distributes mail.
Operates a switchboard (may be required).
Processes, tracks, and manages data related to Accounts Payable, Payroll, and Attendance.
Takes minutes.
Manages department-specific reports.
Answers telephone in a timely manner and ensures proper transfer of calls.
Directs inquiries as appropriate.
Receives and distributes mail/faxes/electronic notifications.
Distributes employee paychecks.
Composes and types letters and correspondence with minimal errors.
Records meeting minutes (may).
Establishes and maintains confidential files and records.
Maintains and orders office supplies.
Works with vendors to ensure maintenance of general office equipment.
Greets and assists visitors in a professional manner.
Schedules appointments and coordinates arrangements for meetings, conferences, and travel.
Proofreads documents, correspondence, and reports.
Prepares routine and non-routine special reports, including gathering and summarizing data.
Collects and assembles data, creating professional graphs and charts.
Organizes budget data and tracks information (may).
Processes department purchases and ensures invoices are sent to Accounts Payable.
May be designated “changer” for time and attendance in the payroll system.