DEPARTMENT SECRETARY - Ortho

Carilion Clinic•Roanoke, VA

17d

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. 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.

Requirements

Education: High School Graduate or GED required. 2-year business or secretarial school preferred.
Experience: Two (2) years of secretarial work experience preferred.
Licensure, certification, and/or registration: NA
Other Minimum Qualifications: Excellent written and verbal communication skills, with appropriate use of grammar, spelling and/or punctuation. Knowledge of office procedures and equipment. Must demonstrate strong organizational skills and be 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.

Responsibilities

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.
Utilizes advanced computer skills and knowledge of Carilion standard software in the course of routine responsibilities and special projects.
Communicates effectively with people of various educational and professional backgrounds.
Works closely with vendors to be sure all general office equipment is maintained and functional.
May serve as liaison across departments and service lines.
Position may be stressful at times, with frequent interruptions and priority changes.