Secretary III - Employee Assistance Program (EAP)

Northeast Georgia Medical Center•Gainesville, GA

9h•Onsite

About The Position

The Secretary III role performs clerical work of considerable difficulty and complexity involving some independent judgment for a department head. This role may supervise subordinate clerical employees, including managing time and attendance, performance, and disciplinary actions. It may also be responsible for department staffing schedules and appropriate timekeeping, including managing PDO requests approved by the manager. The Secretary III creates reports using Excel or Access databases and may be privy to matters of the most confidential nature. They may serve as an active or ad hoc member of organizational committees (Safety, PI, JCAT, etc.) and may have some budgetary responsibility or input over departmental supplies. In larger departments, this role may serve as a liaison between the supervisor and staff regarding scheduling and payroll issues. The Secretary III may be responsible for system support of the department, including contacting the IT department and placing tickets, and for placing plant operations work orders/tickets. They may also be responsible for coordinating new hire orientation and paperwork. In clinical areas, the secretary may manage patient files or reports, transcribe, schedule appointments, and communicate with patient family members on patient status. This role participates in performance improvement activities and supports the department in achieving predetermined goals and objectives. The Secretary III is also responsible for assisting in arranging travel itineraries and any reimbursable expenses related to business travel. Incumbents may exhibit some variation of responsibility outside of the above guidelines or criterion. Ideally, the employee would encompass similar or equivalent experience and job responsibility to be placed into the appropriate secretarial level.

Requirements

High School Diploma or GED.
May have a college degree or equivalent work experience with two (2) to five (5) years clerical experience.
Good typing skills (45-60 wpm).
Microsoft computer knowledge.
Good typing skills.
Above average Microsoft computer knowledge to include Excel workbooks, formulas, tables, formatting.
Good typing skills.
Accelerated Microsoft computer knowledge to include proficiency with Excel workbooks, formulas, tables, formatting, graphs, PowerPoint and other databases.

Nice To Haves

Provides support for smaller departments with minimal patient or customer flow/volume.
Provides support for a large department with steady/constant customer or patient flow/volume.
May provide support for several management/supervisory staff to include department head.
Provides support for a large department or multiple departments with steady constant patient or customer interactions.
May provide support for several management/supervisor staff to include department or division head.
May supervise or coordinate the work of other clerical staff.
May be an active or ad hoc member of organizational committees (Safety, PI, JCAT, etc.).
May have some budgetary responsibility or input over departmental supplies.
In larger departments, may serve as liaison between the supervisor and staff in regards to scheduling, payroll issues, etc.
In clinical areas, the secretary may have the responsibility of managing patient files or reports, transcribing, scheduling appointments, communicating with patient family members on patient status.

Responsibilities

Prepares memos, forms letters and reports on the basis of information supplied by manager.
Composes simple routine letters as assigned.
Operates computer, printer, copier, fax and other mailroom equipment.
Answers the telephone and routes calls to appropriate parties.
Assists with filing or retrieving information as required.
Sorts and distributes mail.
Maintains supply stock in the department (office and/or break room supplies).
Keeps the department, work area or patient waiting area clean and organized.
Prepares correspondence and recurring reports with some direction.
Arranges conferences and meetings and may be responsible for preparing the agenda, taking notes and distributing minutes.
Maintains control of department employee files ensuring DNV compliance.
Coordinates office functions with other departments.
May receive and resolve customer complaints.
Manages email and calendar of department head (may have proxy to several mailboxes and calendars for managing).
Receives and screens office visits and telephone calls, may handle calls if knowledgeable on the subject of discussion.
Organizes and coordinates office activities.
Processes purchase requisitions or check requests from Accounting.
May attend meetings, seminars, etc. possibly to take notes or furnish information.
May be required to conduct research or data collection for a project.
May supervise subordinate clerical employees, to include managing time and attendance, performance and disciplinary.
May be responsible for department staffing schedules and appropriate timekeeping (including managing PDO requests approved by manager).
Creates reports using Excel or Access databases.
May be privileged to matters of the most confidential nature.
May be an active or ad hoc member of organizational committees (Safety, PI, JCAT, etc.).
May have some budgetary responsibility or input over departmental supplies.
In larger departments, may serve as liaison between the supervisor and staff in regards to scheduling, payroll issues, etc.
May be responsible for system support of the department (contacting the IT department, placing tickets).
Responsible for placing plant operations work orders/tickets.
May be responsible for coordinating new hire orientation and paperwork.
In clinical areas, the secretary may have the responsibility of managing patient files or reports, transcribing, scheduling appointments, communicating with patient family members on patient status.
Participates in performance improvement activities.
Supports the department in achieving predetermined goals and objectives.
Responsible for assisting in arranging travel itinerary and any reimbursable expenses related to business travel.