How to hire a division secretary

How to hire a division secretary, step by step

Here's a step-by-step division secretary hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a division secretary job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new division secretary
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The division secretary hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a division secretary to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a division secretary that fits the bill.

   Here's a comparison of division secretary salaries for various roles:

   Type of Division Secretary	Description	Hourly rate
   Division Secretary	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$11-17
   Administrative Aide	An administrative aide performs daily administrative support tasks in an office, helping to keep the workflow smooth and efficient. Their duties typically include organizing and disseminating documents, answering calls and correspondence, forwarding messages, greeting visitors and answering inquiries, and preparing and processing files... Show more	$14-23
   Administrative Clerk	An administrative clerk provides support to staff and does clerical works. These clerical duties include answering and making phone calls, typing documents, compiling and filing records, and scheduling appointments... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Scheduling Appointments
   • Patient Care
   • EMR
   • Payroll
   • Travel Arrangements
   • Office Procedures
   • Office Management
   • Provides Administrative Support
   • Telephone Calls
   • Meeting Minutes
   • Clerical Support
   • Office Equipment
   • Secretarial Support
   • Word Processing

   Check all skills

   Responsibilities:

   • Maintain sales department's calendar of clients, showroom visits and appointments and manage all logistics for events.
   • Manage financial bookkeeping efficiently for the company using QuickBooks.
   • Type all subpoenas for the agents.
   • Plan travel, create DTS orders and vouchers.
   • Type motions, letters, mail-outs, and subpoenas.
   • Provide administrative role in DTS updating employee accounting data.

3. Make a budget

   Including a salary range in your division secretary job description is one of the best ways to attract top talent. A division secretary can vary based on:

   • Location. For example, division secretaries' average salary in oklahoma is 38% less than in washington.
   • Seniority. Entry-level division secretaries 36% less than senior-level division secretaries.
   • Certifications. A division secretary with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a division secretary's salary.

   Average division secretary salary

   $13.99hourly

   $29,093 yearly

   ---

   Entry-level division secretary salary

   $23,000 yearly salary

   Updated December 15, 2025

4. Writing a division secretary job description

   A job description for a division secretary role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a division secretary job description:

   Division secretary job description example

   Job Description Spine Division Secretarial Float

   Apply now Job no: 73877
   Department: Orthopedic Surgery
   Employer: MedBest
   Payroll Title: Medical Secretary, G3
   Bargaining Unit: N/A
   Salary: Dependent on qualifications
   Work type: Full-time
   Location: Syracuse
   Categories: Administrative, Secretarial & Clerical
   

   Job Summary: Performs secretarial duties under general supervision including but not limited to; scheduling appointments, relaying messages, requesting refills on patient's behalf, scanning and filing in a fast paced environment. Works closely with patients, physicians, residents, clinic, management and secretarial staff to facilitate efficient communication among all parties. Utilizes knowledge of medical processes and office procedures at all times. Effectively communicates and accurately documents via Epic EHR system relaying messages to Physicians and Patient Care team. Works closely with supervisor and other secretaries in the division to ensure phone and message coverage. Provides support to the Physicians and APPs in the Orthopedic Spine division. Minimum Qualifications:

   High school or equivalent and two years of directly related medical secretary/office experience. Will consider equivalent combination of education and experience.

   Preferred Qualifications:

   EMR and Orthopedic office experience preferred.

   Work Days:

   M-F 8:30 am - 5:00 pm

   Message to Applicants:

   Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), and generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays.

   Recruitment Office: MedBest Medical Management

   We are an Equal Opportunity Employer.
   All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status or disability or other protected classes under State and Federal law.
   Advertised: Sep 09 2022 Eastern Daylight Time
   Applications close:

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5. Post your job

   There are various strategies that you can use to find the right division secretary for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your division secretary job on Zippia to find and recruit division secretary candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting division secretaries requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new division secretary

   Once you've selected the best division secretary candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new division secretary. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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