Facility: Paulding Hospital

Department Secretary

Nutrition and Food Services Unit

Day Shift

Great Benefits

Job Summary:
The Department Assistant is responsible for performing all necessary clerical, scheduling, and receptionist duties; plans implements and coordinates activities, ensure that necessary stock, equipment and supplies are purchased and readily available in order that all services can be administered through the department. Is able to perform a variety of clerical duties while maintaining information of a confidential nature. Demonstrates excellent computer, telephone and customer service skills. This position supports leaders at the Manager, Assistant Manager, and Supervisor levels.
Core Responsibilities and Essential Functions:
Communication Development and Production
- Prepares correspondence and communication material.
- Uses word and data processing software to complete necessary correspondences, database entries, and generate reports.
- Assist in editing plans and documents.
- Respond to emails and phone calls promptly and professionally.
- Collect vendor or financial data for a project, report or database.
- Research and collect information to answer staff or customer questions to resolve problems.
- Manage follow up communication on issues and provide reminders.
- Attends monthly management/ staff meetings and records/distributes minutes. Office Administration
- Order, track, and distribute office supplies and collateral. Maintains inventory.
- Review and process expense reports, invoices, reimbursements and check requests for leadership and staff.
- Enter and track PO requisitions.
- Track expenses and department funds and spending.
- Request and facilitate property management/cleaning support for the department suite.
- Arranges and schedules meetings, conferences and events for individual employees or groups in the Manager/ Assistant Manager or Supervisor levels within the department.
- Accepts bookings from other departments for hospital conference rooms.
- Maintain accurate booking schedule and updates shared electronic calendars with changes.
- Coordinates meeting spaces and arrangements. Operations
- Greet and work with visitors and callers to determine how to best assist them.
- Answer questions, page department members and transfer calls to extensions or voicemail systems.
- Oversee office operations and ensures office activities comply with policies and procedures.
- Accept and organize deliveries, sort and distribute incoming mail.
Required Minimum Education:

• High School Diploma General or GED General

Required Minimum License(s) and Certification(s):
All certifications are required upon hire unless otherwise stated.

Required Minimum Experience:
Minimum 1 year Experience with data entry equipment, work processing and PC use desirable. Preferred
Required Minimum Skills:
Ability to type 35wpm with high degree of accuracy
Possess good organization and communication skills.
Ability to effective communicate over phone, in person and in writing.
Able to create and maintain effective and positive working relationships with others.
Ability to read, interpret, and apply hospital and department policies and procedures.