JOB DESCRIPTION: Provides administrative support to nursing unit management by developing and updating daily staff schedules. Adjust work schedules to accommodate changing staff needs. Collects and reviews unit time records for accuracy, completeness, and procedural compliance. Notifies supervisor of discrepancies which require corrective action. May direct clerical activities within the unit. Identifies clerical staffing needs and provides training and guidance. Regularly assesses employee performance and provides feedback to employees concerning their performance. Participates in programs and projects which support the goals and objectives of the unit. Types correspondence, reports and/or manuscripts. May take dictation and transcribe from a machine. Answers department telephones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller to appropriate staff member. Sets up, organizes, and maintains various departmental files according to established procedures. Posts daily schedules in designated locations. Files and maintains schedules for future reference. Retrieves appropriate information upon request for internal and external use. Checks equipment to ensure that it is operating properly; communicates materials maintenance requirements to the appropriate staff. Maintains accurate inspection logs to document findings and any required follow-up activity. Coordinates routine servicing of equipment; contacts appropriate vendor or service representative for required equipment repair. Oversees the timely delivery of linens, materials, supplies, and equipment to ensure immediate availability of commonly used items. Maintains documentation related to delivery services and reports any problems to supervisor. Operates standard office equipment including telephones, copiers, fax machines, and computers. Inventories, orders, and maintains office supplies and forms. Completes purchase requisitions and receives supplies. Projects departmental expenditures and collects pricing information. Initiates corrective action for mischarged items and maintains budgetary records. Receives and distributes employee paychecks; returns checks which have not been collected to Payroll. Verifies the accuracy of charges for patient services and maintains related departmental records. Maintains purchase orders, verifies the accuracy of supply deliveries and related charges, and acknowledges the receipt of items for invoice approval. Monitors service contracts to ensure contractual compliance. Collects unit data following prescribed policies and procedures and assists in data analysis. Maintains records pertaining to unit operations including confidential personnel records, time sheets, financial accounting, budget, correspondence, supplies and equipment. Coordinates preparation and processing of employee information, human resources action forms, and time cards. Participates in the orientation of new employees; familiarizes them with unit and administrative policies and procedures. Provides computer training to unit staff or others. Acts as a liaison for unit personnel. Attends and participates in departmental meetings, circulates memos, posts announcements, and keeps staff informed of any operational changes which may impact their work. May hold regular meetings with clerical staff to discuss issues and concerns affecting unit operations.
MINIMUM QUALIFICATIONS: A high school diploma or equivalent. Three years of clerical or secretarial experience which includes one year of experience in a hospital or healthcare environment. One year of computer experience which includes experience with word processing, database management or spreadsheet applications.
PHYSICAL REQUIREMENTS (Medium): 20-50 lbs; 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 50 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks.
ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.