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Office Coordinator
1 month ago
Job Description and Duties
The successful candidate will be responsible for a variety of administrative duties in the Pharmacy Department at the Department of State Hospitals. Key responsibilities will include distributing monthly Medication Room Inspection reports, recording and transcribing minutes of various meetings, preparing documents, scheduling meetings, answering phones, and maintaining accurate records.
Key Responsibilities:
- Distribute monthly Medication Room Inspection reports hospital-wide.
- Record and transcribe minutes of Pharmacy & Therapeutics Committee, Pharmacy Technician meetings, Pharmacist meetings, Antimicrobial Stewardship Committee, and other Pharmacy meetings.
- Prepare documents as needed, such as duty statements, proposals, budget reports, and policy updates.
- Schedule meetings in the Pharmacy Conference Room.
- Answer phones and record messages for the Pharmacy Department.
- Record staff sick calls on the daily sign-in sheet.
- Assist Pharmacy Management with employee timekeeping documentation.
- Organize and maintain file systems, including retention of pharmacy records as required by law.
- Evaluate usage patterns and procure necessary supplies, including printer, office, dispensing, and drug storage supplies, to maintain an adequate inventory level.
- Perform Pharmacy Department procurements, both non-drug and drug-related.
- Process work orders and complete related tasks.
- Develop and maintain staff sign-in sheets and review them for accuracy.
- Distribute timesheets for staff timekeeping, collect and review them for completeness, and submit them to Personnel after supervisor signature.
- Prepare and process security clearance forms for Pharmacy interns, vendors, and visitors.
- Order key sets for new staff members and students and maintain a current key set list.
- Act as the department Training Coordinator, arranging and documenting orientation and training for all Pharmacy staff.
Requirements:
- Must be eligible to work in the state of California.
- Must possess a valid typing certificate with a minimum speed of 40 WPM.
- Must have a high school diploma or equivalent, or two years of experience in typing and clerical work.
- Must have one year of experience in California state service performing clerical duties at a level of responsibility equivalent to that of an Office Assistant, Range B.
- Must be able to type at a minimum speed of 40 WPM, as designated on the Class Specifications.
Benefits:
The Department of State Hospitals offers a comprehensive benefits package to its employees, including health, dental, and vision insurance, as well as a retirement plan and other perks.
