Division Secretary

Overview

Performs administrative and clerical duties for the Director and Managers of the department, including but not limited to collecting/consolidating/distributing department statistical data, preparing documents for presentation, faxing/receiving documents, and ordering/maintaining records of purchase. Maintains all office files including policy and procedures. Assists with department budget preparation and distribution and various staffing reports. Attends monthly management/ staff meetings and records/distributes minutes. Assists in other various operational duties including but not limited to, meeting scheduling, routing phone calls and communication and ordering supplies.

Responsibilities

Core Responsibilites and Essential Functions

• Daily Operations- Various Administrative Duties to include
  
  
  • Numerous filing and typing responsibilities
  • Answer incoming phone calls from 8:00 a.m. until 4:30 p.m. Monday through Friday (time to be adjusted accordingly between department needs)
  • Take and relay complete and accurate messages
  • Numerous duties or responsibilities as assigned by the Department Manager and appropriate parties
  • Orders necessary office supplies
  • Complies with department shift start/stop and break times.
  • Weekly timekeeping records, Kronos and PTO reporting
  
  
• Provide assistance to leadership on regular reporting requirements
  
  
  • Compile and submit regular reports
  • Maintain department contact information and procedure documentation
  • Schedules meeting for department and maintains meeting calendar for department leaders
  • Keep records on required training and provide reminders to department
  • Prepare documents for presentations and meetings
• Manage communications
  
  • Take and route phone calls appropriately
  • Respond to email or route to correct party.
  • Manage follow up communication on issues and provide reminders
  • Attends monthly management/ staff meetings and records/distributes minutes
• Order Office and Equipment, Billing and Payments
  
  
  • Completes purchase requisitions and orders supplies for Director, Managers and employee?s
  • Monitors accuracy of department invoices. Submits for signatures and payment.
  • Responsible for ordering and stocking supplies.
  • Maintain records for budgeting and expenditures
  
  

Required for All Jobs

• Performs other duties as assigned
Complies with all WellStar Health System policies, standards of work, and code of conduct.

Qualifications

Required Minimum Education

• High school diploma Required and
• w/Business courses. Required

Required Minimum Experience

• Three years experience directly related experience.
  Required

Required Minimum Skills

• Ability to type 60 WPM. Knowledge and skills using PC.
• Ability to effective communicate over phone, in person and in writing.
• Strong proofreading skills.
• Ability to read, interpret, and apply hospital and department policies and procedures,
• Able to transcribe and convey messages.
• Able to create and maintain effective and positive working relationships with others.

Required Minimum License(s) and Certification(s)

Additional Licenses and Certifications