Department Secretary

Chapters Health•Temple Terrace, FL

About The Position

The Department or Site Secretary provides routine administrative support for an assigned department, site, or manager. The role supports meetings, correspondence, records, office systems, reporting, phones, and other departmental needs. The posting includes additional duties specific to the Legal Department and Social Services Department; these assignments include confidential legal-document and contract administration support, mailroom operations, or donor-fund inventory coordination, as applicable. The position requires a high school diploma, with an associate’s degree or an equivalent combination of work experience and education, and at least one year of progressively responsible administrative assistant or secretarial experience. Candidates must be able to prioritize multiple tasks, meet deadlines, communicate effectively, maintain confidentiality, and interact professionally with patients, families, agencies, and other stakeholders. Legal Department-specific requirements include being a notary public or becoming one within 90 days of hire and typing at least 50 words per minute with high accuracy. Employment is contingent on consent to drug and/or alcohol testing after a conditional offer. Employees performing services for Florida affiliates are submitted for eligibility verification through the Florida Care Provider Background Screening Clearinghouse after a conditional offer and must maintain ongoing eligibility.

Requirements

High school diploma; an associate’s degree or an equivalent combination of work experience and education.
At least one year of progressively responsible administrative assistant or secretarial experience.
Well-developed organizational and computer skills, with attention to detail and a high degree of accuracy.
Proficiency with Microsoft PowerPoint, Word, and Excel.
Ability to handle the physical workload and stress involved in working in a hospice care organization.
Ability to work independently and prioritize multiple tasks under minimal direction.
Self-starter who completes assignments accurately and on time.
Strong verbal and written communication skills, including face-to-face, telephone, and correspondence.
Ability to interact successfully and professionally with patients, families, and other agencies as needed.
Ability to demonstrate confidentiality, sensitivity, flexibility, and a strong ethical commitment to the company mission.
Must satisfactorily complete competency requirements for the position.
Legal Department-specific: must be a notary public or become one within 90 days of hire.
Legal Department-specific: ability to type at least 50 words per minute with high accuracy.
Legal Department-specific: ability to prioritize effectively and meet deadlines.

Nice To Haves

Previous healthcare experience and knowledge of medical terminology.
Legal Department-specific: previous contract administration or database management experience.
Legal Department-specific: previous experience supporting legal department operations.
Social Services Department-specific: previous experience in healthcare, nonprofit, hospice, or bereavement services.
Social Services Department-specific: proficiency with Smartsheets and ability to develop new templates in Smartsheets and Microsoft Office systems.
Social Services Department-specific: ability to interact successfully and professionally with patients, families, other agencies, and donors.

Responsibilities

Provide routine administrative support for assigned departments, sites, or managers.
Coordinate, schedule, and set up meetings; prepare agendas and meeting minutes; and send reminders.
Manage mailings, duplication, and dissemination of information.
Prepare and process internal and external correspondence.
Organize, maintain, and update departmental files and order office supplies.
Anticipate and support the needs and functions of assigned departments or locations.
Assist with presentation handouts and other presentation materials.
Assist with compiling reports and provide phone coverage when needed.
Perform other duties as assigned.
For Legal Department assignments: maintain strict confidentiality of company information and documents, including proprietary and privileged materials and patient records.
For Legal Department assignments: process and file daily mail, receive and relay calls, assist with online research, reports, and document production, and maintain contract and vendor records in electronic files and contract-management software.
For Legal Department assignments: support research and communications with agencies, vendors, experts, lawyers, opposing counsel, staff, and other third parties.
For Legal Department assignments: manage agendas and reminders to help meet deadlines; proofread and edit legal and contractual documents; prepare forms such as licensure applications and beneficiary forms; and track assigned tasks and follow up with involved parties.
For Legal Department assignments: implement and maintain office systems; file, organize, scan, and copy legal documents; process third-party invoices and department credit-card reconciliation submissions; and support corporate headquarters mailroom operations, including sorting, scanning, distributing, and applying postage to outgoing mail.
For Social Services Department assignments: oversee donor funds, including ordering items, ensuring delivery, and tracking inventory; coordinate with participating departments; and review and improve inventory procedures as needed.
Represent the company professionally and comply with applicable government regulations, company policies, and health, safety, and security practices.
Maintain confidentiality, use resources responsibly, participate in community and professional organizations, and contribute to performance improvement and quality-assessment activities.
Improve professional knowledge and electronic-media skills, support research and educational activities, and share expertise with coworkers.