The Department Secretary provides comprehensive administrative and clerical support to ensure the efficient operation of the Pastoral Care department. Key duties include managing communications, maintaining records, coordinating schedules, and handling office inventory.
Requirements summary
A high school diploma is required, while an associate degree or relevant certification is preferred. Candidates should have proven administrative experience and proficiency in the Microsoft Office Suite.
high schoolassociate degreeAttention To DetailWritten CommunicationVerbal CommunicationInventory ManagementRecord KeepingOrganizationSchedulingData ManagementAdministrative SupportMicrosoft ExcelMicrosoft WordMicrosoft OutlookMicrosoft PowerPointClerical SupportDocument PreparationCommunication Management
Job description
Overview
The Department Secretary plays a vital role in ensuring the efficient operation of the department by performing a variety of clerical and administrative tasks.
This position requires strong organizational skills, attention to detail, and the ability to communicate effectively.
The Department Secretary will support the department's needs and assist the leader with daily operations.
Essential Duties Clerical Support: Perform general clerical tasks, including typing, filing, and photocopying to ensure efficient office operations.
Document Preparation: Prepare and edit correspondence, reports, and other documents as required, maintaining high standards of accuracy and clarity.
Inventory Management: Monitor and maintain office supply inventory levels, placing orders as necessary to ensure timely delivery and organization.
Communication Management: Answer and direct incoming phone calls professionally, taking messages and relaying information to the appropriate personnel.
Mail Coordination: Sort and distribute incoming mail and prepare outgoing mail for delivery, ensuring prompt communication.
Record Keeping: Maintain accurate and organized records and filing systems for easy retrieval, ensuring confidentiality and security of sensitive information.
Scheduling Assistance: Assist in maintaining department schedules and calendars, coordinating meetings, appointments, and events for staff and leadership.
Administrative Support: Provide comprehensive administrative support to department staff and leadership as needed to enhance operational efficiency.
Presentation Preparation: Assist in the preparation of presentations, reports, and other documents to support departmental initiatives.
Data Management: Input and update data in various databases and spreadsheets, ensuring the accuracy and completeness of all entries.
Non-essential Duties Assist with special projects and initiatives as assigned.
Participate in departmental meetings and contribute ideas for improving operational efficiency.
Support staff training and orientation processes for new employees within the department.
Responsibilities
Benefits
Dental Insurance
Life Insurance
Paid Time Off
Vision Insurance
Medical Insurance
Health Savings Account
Short-Term Disability
Long-Term Disability
Flexible Spending Account
Educational Assistance Program
Retirement Plan With Employer Match
Preferred Experience Proven experience in an administrative or clerical role.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to handle multiple tasks and prioritize effectively.
Familiarity with office equipment (printers, copiers, fax machines).
Required Licensure/Education High school diploma or equivalent Preferred Education Associate's degree or relevant certification preferred This job description indicates the general nature and level of work expected of the incumbent.
It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent.
Incumbent may be required to perform other related duties.
Our Commitment to You: Riverside Healthcare offers a comprehensive suite of Total Rewards: benefits and nationally rated employee well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more so your journey at and away from work is remarkable.
Our Total Rewards package includes: Compensation Base compensation within the positions pay range based on factors such as qualifications, skills, relevant experience, and/or training Premium pay such as shift differential, on-call Opportunity for annual increases based on performance
Benefits
.5 to 1.0 FTE Paid Time Off programs Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses Defined contribution retirement plans with employer match and other financial wellness programs Educational Assistance Program
Benefits
.001 to .49 FTE: Paid Leave Hours accrued as you work Employee Health Requirements Exposure/Sensory Requirements: Exposure to: Chemicals:Toner for copier Video Display Terminals: Average Blood and Body Fluids: Minimal potential - very restricted direct patient contact for this entity. TB or Airborne Pathogens: Minimal potential - very restricted direct patient contact for this entity. Sensory requirements (speech, vision, smell, hearing, touch): Speech: Needed for presentations/training, telephone communication, facilitate meetings.
Vision
Needed to read memos and literature.
Smell
N/A
Hearing: Needed for telephone communications, meetings, and listening to employee &volunteer concerns.
Touch
Need to write, do computer entry, filing.
Activity/Lifting
Requirements: Percentage of time during the normal workday the employee is required to:
Sit: 50%
Twist: 10%
Stand: 10%
Crawl: 0%
Walk: 15%
Kneel: 0%
Lift: 1%
Drive: 0%
Squat: 1%
Climb: 1%
Bend: 1%
Reach above shoulders: 2% The weight required to be lifted each normal workday according to the continuum described below:
Up to 10 lbs:
Frequently
Up to 20 lbs:
Occasionally
Up to 35 lbs:
Occasionally
Up to 50 lbs:
Not
Required
Up to 75 lbs:
Not
Required
Up to 100 lbs:
Not
Required
Over 100 lbs: Not Required Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): Pick up Meals on Wheels carriers to assist volunteer drivers taking carriers to their cars on a daily basis. Maximum consecutive time (minutes) during the normal workday for each activity:
Sit: 90
Twist: 10
Stand: 30
Crawl: 0
Walk: 20
Kneel: 5
Lift: 5
Drive: 30
Squat: 5
Climb: 5
Bend: 5
Reach above shoulders: 5
Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs.
Normal weight: daily
Pushing &pulling
Normal weight: daily
Fine
Manipulation: Typing on computer, keyboard, writing instruments, handling of paper, filing.
Repetitive use of foot or feet in operating machine control: Required Environmental
