DEPARTMENT SECRETARY - Ortho

The Department Secretary performs secretarial and administrative support for multiple individuals within a department. Responsibilities include basic secretarial support, such as typing correspondence, managing files, screening phone calls, distributing mail and other related duties. May be required to operate a switchboard. Administrative duties may also include the processing, tracking and management of data related to Accounts Payable, Payroll and Attendance, taking minutes, as well as the management of reports specific to the department. Works under general supervision. Must set priorities, meet deadlines, and handle routine matters.

• Answers telephone in a timely manner and ensures proper transfer of calls to the appropriate staff. Directs inquiries as appropriate.
• Receives and distributes mail/faxes/electronic notifications. Distributes employee paychecks.
• Composes and types letters and correspondence with minimal errors in a timely manner. May record meeting minutes.
• Establishes and maintains confidential files and records.
• Maintains and orders office supplies. Works with vendors to ensure maintenance of general office equipment.
• Greets and assists visitors in a professional manner.
• Schedules appointments and coordinates arrangements for meetings, conferences and travel.
• Proofreads documents, correspondence and reports prepared by self or others.
• Prepares routine and non-routine special reports, including gathering and summarizing data.
• Collects and assembles data, creating professional graphs and charts. May organize budget data and track information.
• Processes department purchases and ensures invoices are sent to Accounts Payable.
• May be designated "changer" for time and attendance in the payroll system.

Utilizes advanced computer skills and knowledge of Carilion standard software in the course of routine responsibilities and special projects. Communicates effectively with people of various educational and professional backgrounds. Works closely with vendors to be sure all general office equipment is maintained and functional. May serve as liaison across departments and service lines. Position may be stressful at times, with frequent interruptions and priority changes.

Education: High School Graduate or GED required. 2-year business or secretarial school preferred.

Experience: Two (2) years of secretarial work experience preferred.

Licensure, certification, and/or registration: NA

Other Minimum Qualifications: Excellent written and verbal communication skills, with appropriate use of grammar, spelling and/or punctuation. Knowledge of office procedures and equipment. Must demonstrate strong organizational skills and be self-motivated. Strong PC software skills in word processing, spreadsheets, database and presentation software required (e.g., Microsoft Office Suite).Business writing skills with the ability to compose documents, including correspondence, agendas, minutes, reports, etc. may be required based on departmental needs.

This job description is only meant to be a representative summary of the major responsibilities and accountabilities performed by the incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Recruiter:

Recruiter Email:

For more information, contact the HR Service Center at 1-800-599-2537.

Carilion Clinic is an Equal Opportunity Employer: We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age (40 or older), disability, genetic information, or veterans status. Carilion is a Drug-Free Workplace. For more information or for individuals with disabilities needing special assistance with our online application process contact Carilion HR Service Center at 800-599-2537, 8:00 a.m. to 4:30 p.m., Monday through Friday.

For more information on E-Verify: https://www.carilionclinic.org/eoe-e-verify-and-right-work-policies

Carilion understands the importance of prioritizing your well-being to help you develop and thrive. That's why we offer a well-rounded benefits package, and many perks and well-being resources to help you live a happy, healthy life - at work and when you're away.

When you make your tomorrow with us, we'll enhance your potential to realize the best in yourself.Below are benefits available to you when you join Carilion:

• Comprehensive Medical, Dental, & Vision Benefits
• Employer Funded Pension Plan, vested after five years (Voluntary 403B)
• Paid Time Off (accrued from day one)
• Onsite fitness studios and discounts to our Carilion Wellness centers
• Access to our health and wellness app, Virgin Pulse
• Discounts on childcare
• Continued education and training

PI282237900