Administrative Assistant II

Northern Light Eastern Maine Medical Center

Department: Employee Safety & Loss Prevntn

Position is located: Northern Light Eastern Maine Medical Center

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 7:00 AM to 3:30 PM

Summary :

Provides administrative support by handling leader calendar(s), information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Also has OSHA Recordkeeping duties.

Responsibilities :

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule appointments and meetings as assigned
• Maintain calendar(s) for department leader(s)
• Generate memos, emails and reports when appropriate
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
• Create, maintain, and enter information into databases
• Maintain office supplies by checking inventory and ordering items
• As a proxy for and under the supervision of leader, enters, edits and approves time and requests corrections
• Maintain a safe environment complying with Northern Light Health policies and procedures; report and directly address environmental hazards and violations of patient safety policy and/or protocol when involved or observed
• May perform other duties upon request

Other Information :

OSHA Recordkeeping Duties:

1. Maintaining of OSHA 300 and 300A logs for annual:

• Posting
• OSHA Log online submissions
• Bureau of Labor Standards online submission
• Maintaining OSHA sharps log and privacy lists

• Task leader (manager, assistant, supervisor, etc.) for follow-up and investigation
• Review employee events for potential first report of injury (FROI) for lost time or medical, and OSHA recording
• Review non-employee events (safety/security, professional conduct) for any indication of an employee injury (assault – verbal or physical, work stress, etc.). If noted, email managers for Employee Event RL.
  
• Close RLs once tasks are completed, and, if applicable, employees have returned to work (if lost time), and no further medical treatment is requested.

Monthly data entry for employee numbers and work hours for EMMC and all temp agencies and locums. Data will be used for DART reporting and DART/OSHA rates.

Import data from RL to spreadsheet to t rack OSHA recordables, lost time, and restricted duty days

Data gathering for monthly meetings

API coding for lost time events

Indemnity Reports for workers compensation

Attend vario us safety, workers compensation, and group trust meetings.

• OSHA Recordkeeping Course (next available course after hire date)
• Must be able to use Microsoft Excel and Word
  
• Must be able to create PowerPoint presentations from data and trending

Competencies and Skills

• 2 years of relative work experience required.
• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
• Applies Business Acumen: Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals. Recognizes opportunities for new services and products and acts accordingly, taking measured risks into consideration. Possesses a thorough knowledge of their field and independently carries out their work in accordance with professional standards of the profession.
• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Word processing, spreadsheets, data entry, database experience and other computer related skills.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.

Education

• Required Associate's Degree

Working Conditions

• Work with computers, typing, reading or writing.
• Lifting, moving and loading less than 20 pounds.
• Prolonged periods of sitting.
• Prolonged periods of standing.
• Prolonged periods of walking.
• Alternate shift schedules (day, evening, nights, weekends).
• Potential exposure to abusive and/or aggressive people.
• Potential exposure to diseases or infections.
• Need to drive to perform responsible duties.
• Potential exposure to hazardous materials.
• Potential exposure to noise levels being uncomfortable.
• Potential exposure to noxious odors.
• Potential exposure to very hot or cold temperatures.