Job Description

Performs various clerical and office support duties of a non-complex nature. Provides department operations support to Management as assigned

• Maintain office organization including filing system, record keeping, messaging, and clean work environment.
• Greet visitors promptly. Promote positive relationships with public, patients, and staff.
• Demonstrate knowledge of telephone etiquette: answer telephone promptly – introduce self and location. Use friendly tone of voice. Answer caller questions tactfully. Refer calls to proper party. Promptly transfer call.
• Operate a multiple-line telephone. Utilize voice messaging appropriately. Relay information pertaining to patient care within scope of practice in a timely manner to other team members.
• Utilize resources necessary for communication: digital paging system, digital pager/Vocera before overhead, paging (Intercommunication System).
• Schedule meetings, conferences, and arrange meeting rooms. Arrange for necessary materials, visual equipment, flipcharts, etc. Set-up equipment.
• Microsoft Outlook: send and receive Email, manage Inbox and archived items, manage “owner” items in global address book, maintain executive calendars, manage individual or executive contacts, send and respond to meeting invitations, attach files to emails and/or meeting invites, manage time zones in calendar, schedule Admin Resources (i.e.: conference rooms, conference call, reserving projector, etc).
• Microsoft Word: perform mail merges, utilize header and footers (i.e.: insert logo, page numbers, etc), insert clip art, type documents, utilize Microsoft templates, create and edit tables, link tables from Excel.
• Microsoft PowerPoint: create graphs, create organizational charts, rearrange order of slides, import data from other programs, utilize animation, and utilize photos.
• Microsoft Excel: input data, create spreadsheets, change cell, row, column properties, use formulas (i.e.: sum, average, count, etc), create graphs, input or export data.
• Maintain office filing systems; hardcopy and electronic. Windows: manage C & H drives, manage P or S drive as required, organize and retrieve data quickly, operate USB flash drive.
• Type meeting minutes. Distribute minutes as required.
• Submit maintenance service requisitions for office equipment: FAX, telephone, copiers, computers, Site FM, Trimedex, and pharmacy scanner.
• Order supplies and equipment. Coordinate receipt and distribution of materials. Maintain inventory.
• Assist in payroll timekeeping procedures such as Kronos or timesheets.
• Prepare check requests, credit card statements, purchase orders, and expense reports.
• Complete any travel arrangements.
• Copy documents and materials. Fax and distribute materials. Sort and distribute mail as required.
• Provide assistance with special events and/or projects as requested.
• Create spreadsheets to track or maintain department informatio
• Assemble and maintain information for calendars, manuals, forms, newsletters, surveys, etc.
• Design and compile routine or ad hoc reports.
• Research, design, prepare, and generate reports. Conduct background work and compile findings.
• Assist with financial budgeting procedures.

• Special Skills
  • Minimum Requirements
    • Experience: Two (2) years secretarial/clerical or similar fiel
    • Education: High School Diploma or General Education Diploma (G.E.D.).
    • Certifications: BLS
• Preferred Requirements
  • Certifications: In field or medical staff services (i.e. clerical office specialist)

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Carondelet St. Josephs Hospital Hospital is committed to providing exceptional patient care in a supportive and collaborative environment. As a member of our team, you will have the opportunity to work with advanced technology and be part of a healthcare community dedicated to making a positive impact on the lives of our patients.

At Carondelet St. Josephs Hospital, we understand that our greatest asset is our dedicated team of professionals. That’s why we offer more than a job – we provide a comprehensive benefit package that prioritizes your health, professional development, and work-life balance. The available plans and programs include:

• Medical, dental, vision, and life insurance
• 401(k) retirement savings plan with employer match
• Generous paid time off
• Career development and continuing education opportunities
• Health savings accounts, healthcare & dependent flexible spending accounts
• Employee Assistance program, Employee discount program
• Voluntary benefits include pet insurance, legal insurance, accident and critical illness insurance, long term care, elder & childcare, auto & home insurance

Note Eligibility for benefits may vary by location and is determined by employment status