Clerical Assistant III - Contingent

Job description

Employment Type:Full timeShift:

Description:POSITION SUMMARY

Performs a combination of routine and complex clerical duties requiring an in-depth knowledge of the department's operations and procedures. Duties include composing and word processing documents, preparing complex forms, maintaining departmental information systems and records, monitoring budgets and coordinating meetings.

PRIMARY DUTIES AND RESPONSIBILITIES

+ Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft or machine dictation. Composes and types/word processes non-routine intradepartmental memos, meeting minutes and recurring reports, according to manager's directions. Completes and prepares a variety of forms, tables, charts and records that are often complex in nature. Proofreads prepared materials for accuracy.

+ Assists in coordinating routine office workflow. Organizes workload to adhere to established deadlines and priorities. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager. Handles sensitive and confidential information.

+ Initiates, processes and maintains departmental records, including those related to personnel, payroll, attendance, billing, work and purchase orders. Generates required documents (such as invoices, purchase requisitions, etc.) and performs necessary calculations. Updates records and files, using manual and computerized filing systems, including spreadsheet data entry.

+ Operates and maintains departmental computer database systems and data used for quality assurance, statistical reporting and/or other purposes. This may include obtaining, clarifying, compiling, interpreting and entering information, retrieving data, and preparing and distributing reports. May also be responsible for diagnosing and troubleshooting minor systems errors and problems.

+ Coordinates arrangements for meetings and special functions, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. May make travel arrangements.

+ Assists in developing and monitoring departmental budgets and financial activity by gathering appropriate reports and records, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.

+ Answers telephone, screens and prioritizes calls, and routes calls appropriately. Takes and relays messages. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.

+ Responds to inquiries from departmental personnel regarding departmental services, purchase requisitions, records and other matters requiring in-depth knowledge of departmental operations and procedures. Obtains and relays information on behalf of department staff. Gathers information for projects on behalf of supported personnel.

+ Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well-organized.

+ Assists in orientation and training of new clerical staff members. May coordinate and check the work of lower classified secretarial or clerical employees within the department.

REQUIRED EDUCATION, EXPERIENCE AND CERTIFICATION/LICENSURE

High School diploma or equivalent combination of education and experience. Additional formal clerical and computer training desirable. Familiar with clerical support procedures, usually gained through two or more years of clerical office experience.

REQUIRED SKILLS AND ABILITIES

In-depth knowledge of departmental operations and procedures, proficient with at least one word processing package, one spreadsheet software package and one database management program. Ability to operate and troubleshoot minor information systems problems. Accurate typing, data entry and transcription skills. Accurate spelling and grammar and proofreading skills. Strong attention to detail. Knowledge of medical terminology for transcription.

Trinity Health's Commitment to Diversity and Inclusion Trinity Health employs about 133,000 colleagues at dozens of hospitals and hundreds of health centers in 22 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.Trinity Health's dedication to diversity includes a unified workforce (through training and education, recruitment, retention and development), commitment and accountability, communication, community partnerships, and supplier diversity.