DEPARTMENT SECRETARY

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.\"

Preferred Experience

• 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 Education

• High school diploma or equivalent

Preferred Education

• Associate's 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: 30 
• Twist: .5 
• Stand: 30 
• Crawl: 0 
• Walk: 2 
• Kneel: 0 
• Lift: 5 
• Drive: 30 
• Squat: 1 
• Climb: .5 
• Bend: .5 
• Reach above shoulders: .5 

Repetitive use of hands (Frequency indicated): 

• Simple grasp up to 15 lbs. Normal weight: continuous 
• Pushing & pulling Normal weight: 50-200#
• Fine Manipulation: Writing, keyboarding, restocking supplies, specimen handling, venipuncture, assisting examiner. 

Repetitive use of foot or feet in operating machine control: Not Required 

Environmental Factors & Special Hazards:

• Environmental Factors (Time Spent): 
• Inside hours: 8.5 
• Outside hours : 0 
• Temperature: Normal Range 
• Lighting: Average 
• Noise levels: Average 
• Humidity: Normal 
• Atmosphere: 

Special Hazards: 

• Protective Clothing Required: Gloves when handling blood and body fluids.