DEPARTMENT SECRETARY

The Department Secretary is essential in ensuring the smooth and efficient operation of the department. This position involves performing a variety of clerical and administrative tasks, including patient appointment scheduling, record maintenance, and support for department leadership. The ideal candidate will have strong organizational skills, excellent communication abilities, and a commitment to providing exceptional service.

Essential Duties

• Perform general clerical tasks, including typing, filing, and photocopying.
• Prepare and edit correspondence, reports, and other documents as needed.
• Monitor and maintain office supply inventory levels.
• Order supplies as necessary and ensure timely delivery and organization.
• Answer and direct incoming phone calls in a professional manner.
• Take messages and relay information to appropriate personnel.
• Sort and distribute incoming mail and prepare outgoing mail for delivery.
• Maintain records of correspondence as needed.
• Maintain accurate and organized records and filing systems for easy retrieval.
• Ensure confidentiality and security of sensitive information.
• Assist in maintaining department schedules and calendars.
• Coordinate meetings, appointments, and events for department staff and leadership.
• Provide administrative support to department staff and leadership as needed.
• Assist in the preparation of presentations, reports, and other documents.
• Input and update data in various databases and spreadsheets.
• Ensure accuracy and completeness of data entries.
• Schedule patient appointments efficiently and accurately.
• Register patients upon arrival, ensuring all necessary information is collected.
• Collect patient payments at the time of service and manage transactions accurately.
• Provide patients with receipts and assist with payment-related inquiries.
• Verify patient insurance information prior to appointments.
• Ensure necessary documentation is collected and maintained for billing purposes.

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

• Associates degree or relevant certification preferred.

Employee Health Requirements

Exposure/Sensory Requirements:

Exposure to:

• Chemicals: Refer to MSDS Sheets
• Video Display Terminals: Extreme
• Blood and Body Fluids: Minimal potential due to very restricted direct patient contact.
• TB or Airborne Pathogens: Minimal potential due to very restricted direct patient contact.

Sensory requirements (speech, vision, smell, hearing, touch):

• Speech: Required to communicate with physicians, patients, staff and hospitals.
• Vision: Needed to see MIS display, graphic lines for documentation, read printouts of reports, names on charts and forms.
• Smell: Needed for electrical/fire safety, detect presence of ETOH on patients and visitors.
• Hearing: Needed for telephone communication, hear intercom system from patient rooms and front door.
• Touch: Required to manipulate and operate office equipment and tools.

Activity/Lifting Requirements:

Percentage of time during the normal workday the employee is required to:

• Sit: 68%
• Twist: 10%
• Stand: 20%
• Crawl: 0%
• Walk: 10%
• Kneel: 2%
• Lift: 5%
• Drive: 2%
• Squat: 5%
• Climb: 1%
• Bend: 5%
• 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.):

Carry records from place to place, waist high approx 10-15'. Lift supplies from floor to cabinets, about 3-4'. Lift/carry supplies from utility rooms to counter and office. Carry stacks of chairs waist high approx 5-15'. In an emergency, could be required to carry a fire extinguisher down/up 3 flights of stairs and several hundred yards.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 120
• Twist: 10
• Stand:30
• Crawl: 0
• Walk: 10
• Kneel: 5
• Lift: 2
• Drive: 0
• Squat: 5
• Climb: 1
• Bend: 15
• Reach above shoulders: 2
• Repetitive use of hands (Frequency indicated): Simple grasp up to 10 lbs. Normal weight: 5- 10#occasionally
• Pushing &pulling Normal weight: 5-100#
• Fine Manipulation: Writing and computer keyboard.
• Repetitive use of foot or feet in operating machine control: None

Environmental Factors & Special Hazards:

• Environmental Factors (Time Spent):
• Inside hours: 8
• Outside hours : 0
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Normal range
• Atmosphere:
• Special Hazards: Mechanical-VDT display and numerous outlets.
• Protective Clothing Required: None.