Department Secretary Pre Anesthesia Clinic

Northern Arizona Healthcare•Flagstaff, AZ

About The Position

The Department Secretary performs secretarial, clinical, receptionist, and office-related duties to support departments and staff. The role provides administrative and customer-service support, handles department information and records, and may perform clerical tasks, scheduling, billing, and financial-management activities. In the Engineering Department, the position supports facilities operations and serves as the department’s first point of contact. Duties there include maintaining accreditation records and the maintenance database, coordinating asset intake, supporting staff, and assisting leadership with outside contractors by maintaining records, coordinating project activities, and scheduling.

Requirements

High school diploma or GED required.
Fingerprint Clearance Card application number required upon hire.
Fingerprint Clearance Card required within 90 days of hire.
Understand computers and demonstrate competence using computers and basic software programs.

Nice To Haves

Associate's degree preferred.
Clerical, secretarial, or receptionist experience preferred.
Excellent verbal and written communication and problem-solving skills preferred.
Customer-service experience preferred.
Experience with Microsoft Windows workstation environments and Microsoft Office products, including Word, Excel, and Outlook, preferred.
For the Engineering Department: three years of healthcare facility coordination experience preferred.
For the Engineering Department: three years of advanced maintenance management system experience preferred.
For the Engineering Department: knowledge of healthcare project management preferred.
For the Engineering Department: organization and multitasking skills preferred.
For the Engineering Department: ability to work independently in a fast-paced environment with multiple projects preferred.

Responsibilities

Prepare reports for management and clinical teams as requested.
Provide confidential administrative support to management and clinical teams.
Gather, revise, and enter data using required department statistics, units, and other information.
Perform data entry and greet customers in person and by telephone according to customer-service guidelines.
Perform clerical duties such as ordering, keyboarding, scanning, filing, photocopying, and transcribing.
Process time edits according to established guidelines, as applicable.
Contact and work with external vendors, as applicable.
Maintain an organized financial-management system to support timely bill payment, purchase requisitions, check requests, inventory tracking, and other department expenses.
Maintain or support current document-control files.
Perform scheduling and billing, as applicable.
Answer, evaluate, and prioritize incoming administrative telephone calls; communicate with callers to obtain accurate information and determine their needs.
Use computer terminals and computerized resources to retrieve information and respond to queries and questions.
Search for information and answer or relay questions from customers.
Keep department standards and communications boards current.
Maintain manual or electronic communication devices, such as portals, signage, flyers, and flat screens, as needed.
Report safety-related incidents promptly through the Midas/RDE tool; attend safety training; work safely and monitor the work environment for safety issues.
Comply with applicable state and federal regulations, statutes, and company policies.
Keep required certifications and licenses current and valid, if applicable.
Complete mandatory company modules and required job-specific training within specified time frames.
In the Engineering Department, maintain accreditation records and the maintenance database and coordinate asset intake.
In the Engineering Department, support staff and assist leadership with outside contractors by maintaining records, coordinating project activities, and providing scheduling.