Job Description

Interested in a career with both meaning and growth? Whether your abilities are in direct patient care or one of the many other areas of healthcare administration and support, everyone at Parkland works together to fulfill our mission: the health and well-being of individuals and communities entrusted to our care. By joining Parkland, you become part of a diverse healthcare legacy that’s served our community for more than 125 years. Put your skills to work with us, seek opportunities to learn and join a talented team where patient care is more than a job. It’s our passion.

Primary Purpose

Performs complex administrative office duties involving report generation, budgetary assistance, and completing special projects in order to provide secretarial services typically to a senior executive staff level position.

Minimum Specifications

Education:

• None

Experience:

• Must have eight years of secretarial experience.

Certification/Registration/Licensure:

• None

Skills or Special Abilities:

• Must have excellent vocabulary skills and a demonstrated ability in English and grammar.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and healthcare terminology.
• Must be able to write effectively.
• Must be able to demonstrate good phone techniques and manners.
• Must be able to use sound judgment in making complex decisions.
• Prefer experience with Microsoft Access.

Responsibilities:

1. Researches, assembles, summarizes and compiles data for complex reports and presentation in order to provide administrative support to assigned leader.
2. Responsible for completing special projects as assigned.
3. Interprets and maintains policies and procedures of assigned area and PHHS to contribute to consistency of operations.
4. Handles all daily administrative inquiries, paperwork and issues on an independent basis to ensure supervisor’s time is utilized more efficiently and effectively.
5. Screens and routes telephone calls, receives and refers visitors, schedules appointments, takes messages, maintains appointment calendars, schedules and coordinates meetings, and makes travel arrangements to optimize the use of supervisor’s time.
6. Composes and types non-routine correspondence, memoranda and reports. Routes or answers routine and non-routine correspondence not requiring attention of assigned personnel.
7. Organizes and maintains office files and records and follows up on pending matters to provide timely and accurate information as needed.
8. Organizes and expedites the flow of work through supervisor’s office, initiating follow-up actions as required, to reduce unnecessary interaction with supervisor in routine matters.
9. Identifies ways to improve work processes and improve customer, internal and/or external, satisfaction. Makes recommendations to supervisor, implements and monitors results as appropriate in support of the overall goals of the department and PHHS.
10. Takes notes and/or meeting minutes that are technical and/or confidential in nature. Transcribes into final form ensuring that highly accurate information is documented.
11. Gathers information for annual budget, produces monthly variance reports, gathers information regarding variances and keeps unit personnel informed of budget status to provide critical operational information.
12. Maintains a positive working relationship with internal and external callers and coworkers to complete work efficiently.
13. Stays abreast of the latest developments, advancements and trends in secretarial work or in methods associated with assigned area by attending seminars or workshops, reading professional publications and participating in networking opportunities.
14. Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the administration of a specific area. Develops effective internal controls that promote adherence to applicable state/federal laws and the program requirements of accreditation agencies and federal, state and private health plans. Seeks advice and guidance as necessary to ensure proper understanding.

Job Accountabilties:

1. Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
2. Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
3. Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.

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Parkland Health and Hospital System prohibits discrimination based on age (40 or over), race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, genetic information, disability, national origin, marital status, political belief, or veteran status.