Description

Position Summary:
The Administrative Secretary 1 performs secretarial and clerical duties for the assigned department. This position acts in a confidential capacity to assist or aid the Director, Associate Director, or Manager in the department. The position will have a significant role in processing confidential information.

Duties & Responsibilities:
Performs executive secretarial duties: makes appointments and maintains calendar; maintains supervisor's itinerary and makes travel and hotel arrangements, as required. Arranges for conferences and distributes agenda; takes minutes or summary notes and types and distributes reports of proceedings. Takes and transcribes dictation which may vary by subject matter including legal, technical, financial or other specialized terminology. Opens and distributes mail; maintains control of correspondence flow through the office. Insures that report deadlines are met and that all information distributed is complete. Composes routine correspondence or selects appropriate standard reply formats. Receives and screens telephone calls and visitors; acts as receptionist and answers requests for routine information involving divisional activities and established policies and procedures. Plans, assigns and reviews the work of subordinate clerical employees engaged in typing reports, correspondence and other documents, filing and performing a variety of other clerical duties. Provides training in divisional procedures and methods; assists clerical employees within the division as questions arise concerning established procedures. Assembles and summarizes material from files and other sources; cross references data and locates information requested from general instructions by supervisor. Keeps various activity and production records; types various activity reports, requisitions, work orders and personnel forms; authorizes expenditures from petty cash funds; requisitions office supplies; performs arithmetic calculations for budget requests. Establishes and maintains office filing systems; reorganizes files as required and purges files of unnecessary items according to established procedures. Demonstrates considerable knowledge of departmental operations including: policies, procedures, regulations, organization and work flow. Demonstrates knowledge of executive protocol and appropriate etiquette in conducting secretarial activities with responsible County and other officials. Demonstrates knowledge and understanding of the structure and function of various departments. Establishes and maintains effective working relationships with subordinates, peers, superiors and various executive officials. Expresses ideas clearly and concisely, verbally and in writing. Researches and develops information from a variety of sources. Demonstrates behaviors of service excellence and CARE values (Compassion, Accountability, Respect and Expertise). Performs all other related job duties as assigned.

Qualifications

Experience:
Generally requires 1 to 3 years of related experience.

Education:
High school diploma is required.

License Certification:
Valid license or certification is required as needed, based on the job or specialty.

Knowledge Skill Abilities:
Ability to analyze, organize and prioritize work accurately while meeting multiple deadlines. Ability to communicate effectively in both oral and written form. Ability to handle difficult and stressful situations with critical thinking and professional composure. Ability to understand and follow instructions. Ability to exercise sound and independent judgment. Knowledge and skill in use of job appropriate technology and software applications.

Physical Demands:
Job function is sedentary in nature and requires sitting for extended periods of time. Function may require frequent standing or walking. Must be able to lift or carry objects weighing up to 20 pounds. Jobs in this group are required to have close visual acuity to perform activities such as: extended use of computers, preparing and analyzing data and analytics, and other components of a typical office environment. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).

Work Environment:
Jobs in this group are required to function in a fast paced environment with occasional high pressure or emergent and stressful situations. Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public. Function is subject to inside environmental conditions, with occasional outdoor exposures. Possible exposure to various environments such as: communicable diseases, toxic substances, medicinal preparations and other conditions common to a hospital and medical office environment. May wear Personal Protective Equipment (PPE) such as gloves or a mask when exposed to hospital environment outside of office. Reasonable accommodations can be made to enable people with disabilities to perform the described essential functions. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).