Secretary (Admin) in Shreveport, Louisiana at Willis-Knighton Health System

SC AD

ADMINISTRATIVE SECRETARY

Reports directly to the Chief Financial Officer of The Oaks. Responsible for the general secretarial support of the executive staff, including compliance filings, typing of correspondence, reports, and other material, telephone messages, appointments, and schedules.

Specific Responsibilities: The Administrative Secretary is specifically responsible for the following:

• Attends all Executive Staff meetings for the purpose of taking, transcribing, and routing minutes.
• Maintains all Regulatory and Compliance records and Executive Staff records; assuring records are renewed timely, kept orderly and in a secure manner.
• Updates the Oaks Staff and Resident directory as necessary.
• Completes reports, and other information as needed by the Executive Staff.
• Receives, sorts and distributes incoming and outgoing correspondence and mail in a confidential manner. Releases confidential information in accordance with established policies and procedures.
• Attends all staff meetings, records information at staff meetings, prepares minutes for distribution.
• Responsible for coordinating the document flow for the Policy and Procedure committee, including the scheduling of all meetings and updating all policies and procedures as necessary.
• Responsible for distribution and control of all Oaks keys under the direction of the Chief of Operations.
• Coordinates and orders office supplies for the administrative department. Receives orders and coordinates deliveries of those orders.
• Serves as the point of contact for ordering and maintenance of all office equipment. Troubleshoots problems with office equipment and requests maintenance when necessary.
• Responsible for ordering office supplies used by all departments, obtaining price comparisons for the Chief Financial Officer.
• Responsible for coordinating travel arrangements for the Executive Staff.
• Responsible for scheduling the conference rooms and posting the conference room schedules on monthly basis.
• Responsible for organization and maintenance of records in Oaks record storage area(s).
• Relieves the Live Oak receptionist, and performs receptionist duties as necessary.
• Must be able to work occasional overtime if needed.
• Organizes and maintains the Executive Staff filing system.
• Must maintain contract and certificate of insurance records and assure appropriate and timely renewal.
• Must communicate clearly and friendly in person, via telephone and in writing.
• Performs unscheduled administrative tasks as directed by supervisor or so directed by the Executive Director.
• Must be able to perform any other duties as they relate to the directives of the Executive Staff.