Department Secretary

Job Description

Under general supervision, provides a variety of administrative services to an organizational unit requiring a thorough knowledge of departmental practices and procedures. Assist in budget preparation and control activities as well as the preparation and control of records, statistics and reports regarding operations, personnel changes, etc. Research, collect and prepare data for management assignments, reports and presentations. Utilize personal computer, word processing, spreadsheet applications and database management in performing tasks. May provide work direction to lower level clerical staff.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Administrative Assistants perform administrative duties for various departments throughout the Medical System and duties vary slightly based upon the needs of the particular department; major responsibilities are as follows:

Prepares and ensures the accuracy of a variety of materials (correspondence, memos, grants, confidential documents, policies, procedures, reports, charts, tables, graphs, minutes, medical manuscripts, etc.) in accordance with department procedures.  Proofreads typed materials, makes corrections and recommends changes.  Edits and makes photocopies as needed.  Collates and assembles reports, documents and various materials.

Composes responses to routine inquiries in accordance with departmental procedures.  Reviews and edits outgoing correspondence for format, typographical and grammatical accuracy, and conformance with procedures.

Performs bookkeeping functions, expense account preparation, petty cash, payroll processing, budget monitoring or other financial information monitoring/record maintenance.  Reviews and verifies statistical reports, employee time sheets and other reports for completeness, propriety, adequacy and accuracy of computation prior to distribution or use.

Collects and compiles a variety of statistical information such as office visit charges, clinical procedures, supplies, medications, patient visits, census data, department activity data, and other such data as required.  Performs related duties such as cross-checking, proofing, preparation of tables, completion of forms, etc.

Provides support for special projects and assignments.  Researches, analyzes, and summarizes information and source materials for reports.  Prepares data on projects and studies, such as updating procedure manuals or analyzing department activities.

Receives and screens telephone calls and visitors.  Independently handles or refers callers to others as appropriate.  Determines urgency of situation and calms parents/patients/employees if necessary.  Decides emergency need to interrupt, contacts physicians, or administrator and/or clinicians, prioritizes patient/customer problems for referrals and appointments.  Demonstrates and observes UMMS guest relations practices when answering telephone and in-person inquires or providing information to patients, visitors and staff.

Schedules and coordinates meetings, appointments, and conferences.  Prepare agendas and assembles background materials.  May attend meetings and prepare notes.  Makes necessary arrangement for travel and performs required administrative follow-up and record keeping.

Sets up and maintains various department manual and computerized filing systems, particularly confidential files, in accordance with department procedures or TJC record keeping requirements.  Enters, updates, and retrieves information stored in files and databases; customizes special reports.  Supervises retrieval of medical records, admission sheets, tests, X-rays, etc. where appropriate.

Orders and maintains office and/or clinical supplies and equipment using the Materials Management Information System and maintains related expense records.  Assists in the care and maintenance of department office equipment.

Orders, sorts and distributes incoming and outgoing mail; prioritizes mail for department head/administrator and brings priority items to the supervisor’s attention.  Responds to routine correspondence on own initiative.

Gives routine assignments to and/or assists in overseeing the general work activities of lower level clerical and secretarial staff as directed by the department head/administrator.

Maintains established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards.

Attends and participates in in-service training and various educational programs for professional growth and development.  Keeps up-to-date on changes in the field.

Performs related duties as required.

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