Department Secretary

Chapters Health System • Temple Terrace, FL

3d • $18 - $27

About The Position

The Department or Site Secretary provides routine administrative support for an assigned department or site. Depending on the assignment, the position may support the Legal Department or Social Services Department. The Legal Department assignment includes handling confidential legal and company information, maintaining contract records, supporting legal research and communications, processing documents and mail, and assisting with deadlines and office systems. The Social Services Department assignment includes oversight of donor funds and inventory, coordination with participating departments, and review and improvement of inventory procedures.

Requirements

• High school diploma; an associate degree or an equivalent combination of work experience and education is also accepted.
• 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 with minimal direction.
• Self-starter who completes assignments accurately and in a timely manner.
• 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.
• Strong ethical base related to the company mission, including confidentiality, sensitivity, and flexibility.
• Must satisfactorily complete competency requirements for the position.
• For the Legal Department assignment: must be a notary public or become one within 90 days of hire.
• For the Legal Department assignment: ability to type at least 50 words per minute with high accuracy and effectively prioritize and meet deadlines.
• For the Social Services Department assignment: proficiency with Microsoft PowerPoint, Word, Excel, and Smartsheets, including the ability to develop new templates.

Nice To Haves

• Previous healthcare experience and knowledge of medical terminology.
• For the Legal Department assignment: previous contract administration or database management experience.
• For the Legal Department assignment: previous experience supporting legal department operations.
• For the Social Services Department assignment: previous experience in healthcare, nonprofit, hospice, or bereavement services.

Responsibilities

• Provide routine administrative support for assigned departments and managers.
• Coordinate, schedule, and set up meetings; prepare agendas and minutes; and send reminders.
• Manage mailings, duplication, and distribution of information.
• Prepare and process internal and external correspondence.
• Organize, maintain, and update departmental files and order office supplies.
• Anticipate departmental or location needs and provide support.
• Assist with presentation materials and compiling reports.
• Provide phone coverage when needed and perform other duties as assigned.
• Maintain strict confidentiality of information and documents handled by the Legal Department, including proprietary and privileged documents and patient records.
• Process and file Legal Department mail and receive and relay department telephone calls.
• Assist with online research, report compilation, and document production.
• Set up, maintain, and mark up contract/vendor records in electronic files and contract management software.
• Support legal research and communications with agencies, vendors, experts, lawyers, opposing counsel, staff, and other third parties.
• Help meet deadlines by maintaining multiple agendas and providing timely reminders.
• Proofread and edit legal and contractual documents; prepare forms, including licensure applications and beneficiary forms.
• Document and maintain details on assigned department tasks and follow up internally and externally with involved parties as needed.
• Implement and maintain office systems; file, organize, scan, and copy legal documents in a timely manner.
• Prepare or process third-party invoices and department credit card reconciliation submissions.
• Support Corporate Headquarters Mailroom operations, including sorting, scanning, and distributing mail and applying postage to outbound mail.
• Oversee donor funds, including ordering items, ensuring delivery, and tracking inventory.
• Coordinate with departments participating in donor-funded programs and review and improve inventory procedures as needed.
• Represent the Company professionally; comply with applicable regulations, policies, procedures, and safety and security practices; maintain confidentiality and use resources responsibly.
• Participate in community and professional organizations, performance improvement activities, and company research and educational activities; improve professional knowledge and electronic media skills; and share expertise with coworkers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED