Service secretary job description

St. John's Riverside Hospital is a leader in providing the highest quality, compassionate health care utilizing the latest, state-of-the-art medical technology. Serving the Westchester community from Yonkers to the river town communities of Hastings-on-Hudson, Ardsley, Dobbs Ferry and Irvington, St. John's Riverside has been and continues to be a unique and comprehensive network of medical professionals dedicated to a tradition of service that spans generations.

St. John's has been an integral part of the community since the 1890's and its' commitment to provide the community with the most advanced medical services available continues to be the hospitals' vision, mission and value. St. John's Riverside Hospital built itself around an early foundation of nursing and community service. In 1894, the Cochran School of Nursing, the oldest hospital-based school of nursing in the metropolitan area, was founded, thus making the St. John's Nursing Staff more than just the backbone of the hospital, but the heart and soul. St. John's dedicated nurses give superior attention to those who need it most with a strong emphasis on patient and family-focused nursing care.

St. John's Riverside Hospital staff is committed to making life better for all patients. The hospital continues to elevate the services provided with the goal of increasing the quality of life for all who entrust St. John's Riverside Hospital to their care.
Personalized care together with advanced technology is what it means to be Community Strong

Responsibilities

Manage telephone flow; screen and route calls appropriately, take messages. Type all materials requested. Copy and fax all material requested. Manage all incoming and outgoing mail. Maintain appointment book for meetings and patient activities. Prepare chart materials, agendas, notes and handouts. Maintain files and assist in setting up office systems. Maintain statistics as directed. Responsible for timely collection, data entry, correction and follow up of OASAS and other regulatory reporting forms. Assist with bi-weekly completion of payroll, and maintenance of staff time sheets. Responsible for obtaining proper approval of all invoices and check requests and follow up with finance department if necessary. Maintain and update caseload list and group sign-in sheets Order supplies and monitor inventory. Assist with any financial and billing procedures as assigned. Assist with scheduling intake appointments. Other related duties as required.

Qualifications

HS Diploma or equivalent. Previous secretarial experience in a healthcare environment preferred. Strong knowledge of MS Office: Word, Excel and Powerpoint. Must be detail oriented with strong organizational and communications skills. Ability to set priorities and to multi-task essential.

Performs a variety of duties to support an assigned Department Leader or Leaders.

Detailed responsibilities:

* Composes, types and transcribes correspondence, forms, reports, presentation materials and other written communications as required.

* Receives and screens visitors and telephone calls, and handles general inquiries.

* Schedules/coordinates meetings, conferences, special events, appointments and travel arrangements. Maintains assigned calendar(s).

* Performs administrative support duties specific to the Department Leader member being supported, may include special projects, such as data entry or analysis , MOR preparation.

* Establishes and maintains filing systems. Orders and stocks supplies

Competencies and skills:

Essential:

* STANDARDS OF BEHAVIOR: Acts in a manner that supports the standards of communication, respect, privacy, and teamwork by demonstrating a commitment to professional and ethical conduct.

* CUSTOMER SERVICE: Demonstrates commitment to service excellence by promptly addressing internal/external customer issues/requests, resolving concerns while maintaining a professional image and behavior to build and enhance the patient/family/customer experience.

* ACCOUNTABILITY: Accepts ownership of job roles and specific assignments/goals; works independently, takes responsibility for own actions; admits mistakes and judgment errors; and accepts constructive feedback. Connects personal work results to the accomplishment of team and organizational goals.

* RESPONDING TO CHANGE: Accepts change and adapts in a positive and productive manner; handles unexpected situations and changes in direction calmly and with confidence. Views new assignments and job responsibilities as an opportunity for growth.

* DESKTOP SOFTWARE: Uses desktop software programs to improve productivity and complete assigned tasks in an accurate and timely manner.

* ADMINISTRATIVE SUPPORT: Provides secretarial and administrative support for leaders or departments.

* WORKLOAD MANAGEMENT: Manages completion of work assignments based on priority and due dates.

* ACCURACY: Completes work assignments within established quality and/or quantity standards.

* ORGANIZATION SKILLS: Organizes work to achieve maximum efficiency.

Education:

Essential:

* High School Diploma or Equivalent

Credentials:

Education equivalent experience:

Essential:

*

Other information:

Complexity of Work: Requires critical thinking skills, effective communication skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action. Must be proficient in Microsoft applications.

Required Work Experience: 2 years experience in a clerical role.

Working conditions:

Essential:

* Bending and Stooping 40.00%

* Keyboard Entry 60.00%

* Kneeling 40.00%

* Lifting or Carrying 0 - 25 lbs Non-Patient 40.00%

* Pushing or Pulling 0 - 25 lbs Non-Patient 40.00%

* Reaching 40.00%

* Repetitive Movement Hand/Arm 60.00%

* Sitting 60.00%

* Squatting 40.00%

* Standing 60.00%

* Walking 60.00%

* Audible Speech 60.00%

* Hearing Acuity 60.00%

* Depth Perception 60.00%

* Distinguish Color 60.00%

* Seeing - Far 60.00%

* Seeing - Near 60.00%

* Computer Monitor 60.00%

* Moving Mechanical Parts 20.00%

* Potential for Physical Assault 20.00%

* Wet or Slippery Surfaces 20.00%

Organizational Profile:

Since its inception in 1953, Memorial Healthcare System has been a leader in providing high-quality healthcare services to South Florida residents. Today, it is one of the largest public healthcare systems in the nation with over 13,000 team members and highly regarded for its exceptional patient- and family-centered care. Memorial's patient, physician and employee satisfaction rates are some of the most admired in the country, and the system is recognized as a national leader in quality healthcare.

Memorial has a reputation as one of Florida's leading healthcare systems and is supported by a distinguished medical staff. In fact, the vast majority of physicians are board certified or board qualified in their specialties and have been trained at many of the nation's finest medical schools and hospitals. Because of its distinguished medical staff and services, Memorial draws patients from South Florida and beyond.

Many prestigious healthcare awards have been earned by Memorial Healthcare System and its facilities. The accolades include: Modern Healthcare magazine's Best Places to Work in Healthcare, Florida Trend magazine's Best Companies to Work for in Florida, 100 Top Hospitals, Consumer Choice Award, Best-Run Hospital, Best Nursing Staff, Best Pediatric Hospital and Best Maternity Hospital.

**_Disclaimer:_** _This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to indicate the general nature and level of work performed by employees within this classification._

Memorial Healthcare System is proud to be an equal opportunity employer committed to workplace diversity. Memorial Healthcare System recruits, hires and promotes qualified candidates for employment opportunities without regard to race, color, age, religion, gender, gender identity or expression, sexual orientation, national origin, veteran status, disability, genetic information, or any factor prohibited by law. We are proud to offer Veteran's Preference to former military, reservists and military spouses (including widows and widowers). You must indicate your status on your application to take advantage of this program.