Department Secretary

Chapters Health System; Florida; On-site; USD 25,000 - 37,000; Full time

Job summary

Chapters Health System, Inc. is seeking a Department Secretary to deliver routine administrative support for a designated department and site in Florida.

You will coordinate meetings, manage communications, handle files, and assist with reports and correspondence in a fast-paced hospice care environment. The role requires a high school diploma or equivalent, at least one year of admin/secretarial experience, and proficiency in PowerPoint, Word, and Excel.

Qualifications

• High school diploma or equivalent; Associate’s degree or equivalent experience
• Minimum of one year of progressivly responsible administrative assistant/secretarial experience
• Healthcare experience and medical terminology preferred
• Strong organizational and computer skills; attention to detail with high accuracy
• Proficiency in Microsoft PowerPoint, Word and Excel
• Ability to handle physical workload and stress in a hospice care organization
• Ability to work independently and prioritize multiple tasks with minimal direction
• Strong verbal and written communication skills; interact with patients and families professionally
• Demonstrate strong ethical standards including confidentiality, sensitivity, and flexibility
• Must be able to interact with patients and families and other agencies professionally

Responsibilities

• Provides routine administrative support for the assigned department(s)/Manager(s).
• Coordinates, schedules and sets up meetings; prepares agendas and minutes; sends reminders.
• Manages mailings, duplication and dissemination of information.
• Prepares and processes internal and external correspondence.
• Organizes departmental files and orders office supplies.
• Anticipates needs and supports functions of the department/location.
• Assists with presentation handouts and materials.
• Assists with compiling reports.
• Provides phone coverage as needed.
• Performs other duties as assigned.
• Maintains strict confidentiality of sensitive information.

Skills

Administrative support

Microsoft Office

Communication skills

Attention to detail

Healthcare experience

Notary knowledge

Education

High school diploma

Associate degree

Tools

PowerPoint

Word

Excel

Job description

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing!

When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success!

Role:
The Department or Site Secretary is responsible for routine administrative support for the assigned Department/Site.

Qualifications:

• High school diploma; Associate’s degree or an equivalent combination of work experience and education
• Minimum of one (1) year of progressively responsible administrative assistant/secretarial experience
• Previous healthcare experience and medical terminology preferred
• Well-developed organizational and computer skills; attention to detail with high degree of accuracy
• Well versed in Microsoft PowerPoint, Word and Excel
• Ability to handle physical workload involved and stress of working in a hospice care organization
• Ability to work independently and prioritize multiple tasks under minimal direction
• Self-starter who completes assignments accurately and in a timely manner
• Strong (verbal and written) communication skills, including face-to-face, telephone, and correspondence
• Must be able to interact successfully with patients and families and other agencies, as needed, presenting a positive and professional image
• Able to demonstrate strong ethical base related to mission, including confidentiality, sensitivity, and flexibility

Competencies:

• Must satisfactorily complete competency requirements for this position.

Responsibilities of all employees:

• Represent the Company professionally at all times through care delivered and/or services provided to all clients.
• Comply with all state, federal and local government regulations, maintaining a strong position against fraud and abuse.
• Comply with Company policies, procedures and standard practices.
• Observe Company health, safety and security practices.
• Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.
• Use resources in a fiscally responsible manner.
• Promote the Company through participation in community and professional organizations.
• Participate proactively in improving performance at the organizational, departmental and individual levels.
• Improve own professional knowledge and skill level.
• Advance electronic media skills.
• Support Company research and educational activities.
• Share expertise with co-workers both formally and informally.
• Participate in Quality Assessment Performance Improvement activities as appropriate for the position.

Job Responsibilities:

• Provides routine administrative support for the assigned department(s)/Manager(s).
• Coordinates, schedules and sets-up meetings; prepares agendas/meeting minutes and sends group reminders.
• Manages mailings, duplication and dissemination of information.
• Prepares and processes internal and external correspondence.
• Organizes, maintains and updates departmental files and orders office supplies.
• Anticipates the needs of and provides support for the functions of the assigned department(s)/location(s).
• Assists with presentation handouts, overheads, etc.
• Assists with compiling reports.
• Provides phone coverage when needed.
• Performs other duties as assigned.

Position Description - Addendum I:

Essential Duties and Responsibilities of the Position:

In addition to the duties listed above, the following are specific to the Department Secretary in the Legal Department. These are not constructed as exclusive or all-inclusive. Other duties may be required and assigned.

Qualifications:

• Must be a notary public or become one within 90 days of hire.
• Previous contract administration/database management experience preferred.
• Previous experience in supporting legal department operations preferred.
• Ability to type at least 50 wpm with high accuracy.
• Able to effectively prioritize and meet deadlines.

Job Responsibilities:

• Maintains in strict confidence all information and documents concerning the Company and any aspect of its operations which are shared with, under the review of, or maintained or created by the Legal Department, including, but not limited to, proprietary and privileged documents and patient records.
• Processes and files daily mail of Legal Department.
• Receives and relays Legal Department telephone calls.
• Assists with online research, compiling reports, and document production.
• Sets up, maintains, marks up, of contract/vendor records in e-files and within contract management software.
• Supports legal research and communications with agencies, vendors, experts, Lawyers, opposing counsel and other staff and third parties.
• Facilitates the meeting of deadlines by keeping multiple agendas and providing timely reminders.
• Proofreading and editing of legal and contractual documents.
• Prepare forms including licensure applications and beneficiary form.
• Documents and maintains details on all tasks managed and/or (i.e. litigation, research, projects, contracts) assigned to department, to include internal and external follow up with involved parties as necessary.
• Implements and maintains office systems.
• Files, organizes, scans and copies legal documents in a timely manner.
• Prepares and/or processing third party invoices and department credit care reconciliation submissions.
• Supports operations of the Corporate Headquarters Mailroom including, but not limited to daily sorting, scanning, and distribution of all mail and application of postage of outbound mail.

Position Description - Addendum II:

Essential Duties and Responsibilities of the Position:

In addition to the duties listed above, the following are specific to the Department Secretary in the Social Services Department. These are not constructed as exclusive or all-inclusive. Other duties may be required and assigned.

Qualifications:

• Previous experience in healthcare, non-profit, hospice, and/or bereavement services preferred.
• Well versed in Microsoft PowerPoint, Word, Excel and Smartsheets with an ability to develop new templates in these systems.
• Must be able to interact successfully with patients and families, other agencies, and donors, as needed, presenting a positive and professional image.

Job Responsibilities:

• Oversite of donor funds, including ordering items, ensuring delivery of items, and tracking all inventory.
• Coordinate with multiple departments who participate in the donor funded programs.
• Review and improvement of procedures related to inventory as needed.

Compensation Pay Range:

$18.43 - $27.43

This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy.

All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/ .