English Secretary

Description Assists Director of Facilities Management by performing administrative and secretarial duties. ESSENTIAL FUNCTIONS: Maintains effective communication with public (agencies/organizations, etc.) and other hospital departments. Conducts portions of the new Employee Orientation hospital wide. (every other week) Oversees staff education making sure maintenance staff is current on inservices. Conducts research of Maintenance products and pricing for purchasing for Maintenance, working closely with Materials Management. Relays Maintenance issues to staff in Director's absence. Designs databases and efficiency in data entry. Oversees Maintenance Department filing system Plays active part in Hospital Safety Program. Maintains Hospital Safety Manual. Attend bi-monthly Environment of Care Committee Meetings, taking minutes and distributing them, as well as bi-monthly agendas to members of the committee. Performs clerical duties for Maintenance. Coordinates storage and schedule to shred expired documents. Logs and maintains the SDS Program for the entire organization. (Once a year prints and distributes spreadsheets for all departments to review and return) Maintains eyewash records for entire organization (sent monthly by departments) Submits Tier 2 Chemical inventory reporting once a year for all facilities under NMMC umbrella. Utilizes a web-based building maintenance program (BMP) i.e. to input new employees into the system, assigning them areas that they have been hired for. As well as monitoring outgoing employee access. Reviews and processes invoices from various vendors working closely with Accounts Payable. Creates and maintains Maintenance work and on call schedules. Is responsible for all signage throughout the organization. Assists maintenance staff in various tasks related to creating forms, templates, filling out forms for licenses, etc. Processes license applications as they become due for elevators, boilers, generators, fuel tanks, etc. Keeps staff informed of upcoming testing dates for mask fitting, training such as MOAB, etc. Maintains a spreadsheet, tracking fuel, water and electrical consumption for NMMC. Actively participates in outdoor decorations of hospital during holidays, and decorating floats for parades along with other volunteers. Sometimes asked to go out of town to pick up materials needed for Maintenance or other departments. Performs such related duties not listed herein but deemed in the best interest of Northern Maine Medical Center. Requirements EDUCATION A minimum of a High School Diploma. Typing minimum of 60 wpm. A minimum of 1 years' experience in office and secretarial skills preferred. Computer experience is a must. Maintains required level of competency. WORK TRAITS ~ Works efficiently with peers; demonstrates a professional behavior to staff, visitors and patients. Because of shared office space with Director, is expected to maintain strict confidentiality. Ability to make decisions based on urgency of the situation and with accordance to work procedures and hospital policies. Must be able to work on and coordinate multiple projects and to meet deadlines. Must be able to work in urgent and sometimes stressful situations.