Reports to the Director. Under general supervision, performs various routine and non-routine secretarial services requiring some exercise of initiative and judgment. Duties may include typing, greeting visitors, setting up appointments, filing, recordkeeping, and relieving supervisor of minor administrative functions.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs secretarial services by:

1. Answering telephone calls, referring callers appropriately and answering inquiries. Also greeting visitors and directing them as necessary.
2. Preparing a variety of items including, but not limited to correspondence, forms, charts, statistical and financial tables, records, treatment plans and treatment team conference minutes, staff conference minutes, purchase orders and other requisition forms as requested.
3. Relieving manager of minor administrative functions.
4. Maintaining manager's calendar, including making appointments and coordinating schedules.
5. Coordinating, as needed, minor projects for manager(s) by pulling together information, researching information and following up on projects to ensure timely completion.
6. Preparing files, records, charts. Making labels, indexing, gathering required standard information, posting information, searching for and obtaining reports, charts and copies to complete files.
7. Filing, retrieving and delivering records and charts as requested.
8. Contacting various associates to obtain information or relay information regarding meetings, resolving payroll, purchasing and data processing problems.
9. Providing general orientation to new department associates concerning general office and department practices.
10. Receiving, sorting and distributing mail and other materials.
11. Operating standard office equipment (i.e., personal computer, calculator, photocopier) and others as needed.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through successful completion of a high school diploma or equivalent. A minimum of one to two years of secretarial experience, utilizing knowledge of office procedures, organization and computer skills, is required.

Knowledge & Skills

• Requires well-developed secretarial skills, including keyboarding, transcription and office organization and the ability to operate and troubleshoot standard office equipment specific to the needs of the department.
• Requires proficiency in computer skills with solid working knowledge of word processing and spreadsheet software applications.
• Requires a comprehensive understanding of department/unit policies, procedures and operations in order to assume non-complex administrative assignments.
• Demonstrates the analytical skills necessary to independently work on projects, plan the work day and to complete reports containing data from several sources.
• Demonstrates interpersonal and communication skills (both verbal and written) necessary to interact effectively with a diverse group of internal and external contacts.
• Demonstrated well-developed phone usage skills.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.