Department Secretary

Capital Caring•Fairview Park, VA

5d•$20 - $28

About The Position

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing! When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success! Role: The Department or Site Secretary is responsible for routine administrative support for the assigned Department/Site.

Requirements

High school diploma; Associate’s degree or an equivalent combination of work experience and education
Minimum of one (1) year of progressively responsible administrative assistant/secretarial experience
Well-developed organizational and computer skills; attention to detail with high degree of accuracy
Well versed in Microsoft PowerPoint, Word and Excel
Ability to handle physical workload involved and stress of working in a hospice care organization
Ability to work independently and prioritize multiple tasks under 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
Must be able to interact successfully with patients and families and other agencies, as needed, presenting a positive and professional image
Able to demonstrate strong ethical base related to mission, including confidentiality, sensitivity, and flexibility
Must satisfactorily complete competency requirements for this position.
Must be a notary public or become one within 90 days of hire.
Ability to type at least 50 wpm with high accuracy.
Able to effectively prioritize and meet deadlines.

Nice To Haves

Previous healthcare experience and medical terminology preferred
Previous contract administration/database management experience preferred.
Previous experience in supporting legal department operations preferred.
Previous experience in healthcare, non-profit, hospice, and/or bereavement services preferred.
Well versed in Microsoft PowerPoint, Word, Excel and Smartsheets with an ability to develop new templates in these systems.
Must be able to interact successfully with patients and families, other agencies, and donors, as needed, presenting a positive and professional image.

Responsibilities

Provides routine administrative support for the assigned department(s)/Manager(s).
Coordinates, schedules and sets-up meetings; prepares agendas/meeting minutes and sends group reminders.
Manages mailings, duplication and dissemination of information.
Prepares and processes internal and external correspondence.
Organizes, maintains and updates departmental files and orders office supplies.
Anticipates the needs of and provides support for the functions of the assigned department(s)/location(s).
Assists with presentation handouts, overheads, etc.
Assists with compiling reports.
Provides phone coverage when needed.
Performs other duties as assigned.
Maintains in strict confidence all information and documents concerning the Company and any aspect of its operations which are shared with, under the review of, or maintained or created by the Legal Department, including, but not limited to, proprietary and privileged documents and patient records.
Processes and files daily mail of Legal Department.
Receives and relays Legal Department telephone calls.
Assists with online research, compiling reports, and document production.
Sets up, maintains, marks up, of contract/vendor records in e-files and within contract management software.
Supports legal research and communications with agencies, vendors, experts, Lawyers, opposing counsel and other staff and third parties.
Facilitates the meeting of deadlines by keeping multiple agendas and providing timely reminders.
Proofreading and editing of legal and contractual documents.
Prepare forms including licensure applications and beneficiary form.
Documents and maintains details on all tasks managed and/or (i.e. litigation, research, projects, contracts) assigned to department, to include internal and external follow up with involved parties as necessary.
Implements and maintains office systems.
Files, organizes, scans and copies legal documents in a timely manner.
Prepares and/or processing third party invoices and department credit care reconciliation submissions.
Supports operations of the Corporate Headquarters Mailroom including, but not limited to daily sorting, scanning, and distribution of all mail and application of postage of outbound mail.
Oversite of donor funds, including ordering items, ensuring delivery of items, and tracking all inventory.
Coordinate with multiple departments who participate in the donor funded programs.
Review and improvement of procedures related to inventory as needed.