EXECUTIVE SECRETARY

Charles T Sitrin Health Care Center; Town of New Hartford (NY); On-site; USD 28,000 - 33,000; Full time

Job summary

Charles T. Sitrin Health Care Center in New Hartford, NY 13413 is seeking an Executive Secretary to support the CEO and Vice President of Long Term Care Services in a full-time, day shift (8a-4p, M-F).

The position includes receptionist duties, minute-taking, correspondence management, mail handling, and calendar coordination. The role also requires supervising front desk staff, managing mail/supplies, preparing board notices, and ensuring policies are up-to-date on the intranet while

Qualifications

• Associates degree in Secretarial Science preferred with knowledge of Microsoft Windows software.
• Minimum of three (2) years of experience in a secretarial position, preferably at an executive level.
• Ability to work independently with good oral and written communication skills.
• Ability to be in charge of the office and carry out required duties.

Responsibilities

• Acts as receptionist in the CEO and VP office, answering calls and greeting visitors.
• Prepares replies to correspondence ensuring correct business format and grammar.
• Receives incoming mail and handles outgoing mail.
• Supervises front desk staff and scheduling, training, and hiring decisions.
• Sits at reception as needed and coordinates department activities.
• Manages the gift shop inventory, pricing and ordering.
• Takes and types minutes at Leadership and Resident Council meetings.
• Sends notices for monthly Board of Directors’ and Finance Committee meetings.
• Types policies and procedures and maintains them on the facility’s Intranet.
• Maintains CEO/VP calendars and coordinates appointments.
• Coordinates Department of Health survey information and ensures accuracy.
• Prepares and prints meal tickets for the dietary department.
• Reviews and approves timecards for payroll for administration staff.
• Supervises company credit cards and purchasing processes.

Skills

Executive secretarial experience

Receptionist duties

Minutes taking

Email drafting

Office administration

Interpersonal communication

Education

Associates degree in Secretarial Science

Secretarial training

Tools

Microsoft Outlook

Microsoft Word

Intranet access

Job description

Job DetailsJob Location: New Hartford, NY 13413Position Type: Full TimeEducation Level: 2 Year DegreeSalary Range: $20.00 - $24.00 HourlyJob Shift: DayDEPARTMENT: Administration

POSITION: Executive Secretary

SUPERVISOR: Vice President of Long Term Care Services

FULL-TIME POSITION: 8a-4p M-F

Acts as receptionist in the office of the Chief Executive Officer and the Vice President of Long Term Care Services, answering telephone calls and receiving visitors. Determines the nature of business and either supplies information, answers questions of a routine nature, or refer caller or visitor as appropriate.

Acts on own initiative or from brief verbal instructions in preparing replies to correspondence such as letters, memoranda, emails, etc., ensuring correct business format, grammar, spelling, and punctuation, etc.

Receives incoming mail and correspondence for the Chief Executive Officer and Vice President of Long Term Care Services. Handles all outgoing mail as required.

Supervises the front desk receptionist and evening receptionists including all training, day-to-day work assignments/flow, interviewing and recommending of hiring/terminating, maintaining schedule and time cards, and handling of any problems that arise on a daily basis.

Required to act as receptionist at reception desk when necessary.

Responsible for all aspects of the gift shop, including inventory, pricing and ordering as necessary.

Takes and types minutes at Leadership and Resident Council meetings then distributes to necessary staff.

Sends notices for monthly Board of Directors’ and Finance Committee meetings, including Health Care Center, Old Home, Gan Kavod, Child Care Center, Cedarbrook, and the Sitrin Foundation. Types monthly minutes and distributes to members. Collaborates with the IT Department to arrange “Team” meetings and communicates that information to the Board members.

Types in draft form and final format, all policies and procedures and job descriptions for all disciplines. Responsible for all policies and procedures including typing, copying, and ensuring they are put on the facility’s Intranet.

Types correspondence and material of other departments when available and necessary.

Keeps monthly calendar for Chief Executive Officer and the Vice President of Long Term Care Services and schedules appointments as necessary.

Orders and secures office supplies as needed for the Executive Office.

Coordinates all departments’ submission of Department of Health survey information within the required time limits and ensures completeness and accuracy of it. Keeps Department of Health survey paperwork for the Vice President of Long Term Care Services up-to-date throughout the year.

Responsible for the coordination of preparing and printing meal tickets for the dietary department.

In the absence of the HIM Director, processes the daily census and responds to any Medicare appeal notifications.

Responsible for maintaining all files in the office of the Chief Executive Officer and the Vice President of Long Term care Services.

Responsible for the scheduling of the board rooms on Microsoft Outlook.

Places Optum supply orders for residents each quarter.

Responsible to assist with Employee Appreciation Days and the Employee Recognition Week including but not limited to: ordering and coordinating any food from outside vendors/resources, sending out letters/notices/emails, and coordinating and ordering apparel gifts for employees.

Responsible for reviewing, adjusting, and approving timecards for all payroll aspects for administration staff under the Vice President of Long Term Care Services.

Supervises company credit cards, card information, as well as a copy of purchase orders of items bought with the facility credit card. Ensures pre-approval and credit cards are secured for staff member use.

Performs duties according to the highest ethical and moral standards and in adherence with the facility’s corporate compliance plan and all applicable governing laws. Adheres to the facility’s confidentiality statement in accessing and safeguarding protected health information (PHI) of residents and employees, as necessary to perform job duties.

Performs any other duties assigned by the Chief Executive Officer and/or Vice President of Long Term Care Services.

Qualifications

Associates degree in Secretarial Science preferred with knowledge of Microsoft Windows software.

Minimum of three (2) years of experience in a secretarial position, preferably at an executive level.

Ability to work independently with good oral and written communication skills.

Ability of being in charge of the office and carrying out required office duties.

Additional Information:

Charles T. Sitrin Health Care Center Inc. endeavors to make applying for a position accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact HR Department/Recruiter/Human Resources [e-mail].

Sitrin is an affirmative action/equal opportunity employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.