Secretary & Assistant Job In Belle Glade, Florida
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Position located at Lakeside Medical Center in Belle Glade, FL.
General Statement of Job
This position provides complex administrative and specialized clerical support for various functions within the Administrative Executive Department and direct report departments. The employee provides support to organizational functions to maintain the efficiency and accuracy of the department’s functions.
Specific Duties and Responsibilities
Performs keyboard tasks in processing department correspondence and updating and maintaining various department records, logs, reports and files.
Responds to written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
Generates various letters, records, reports and related documentation; makes copies of such where applicable; and, distributes to appropriate entities.
Maintains, updates and manages department filing system, including retrieving files, records, reports and patient charts as directed.
Reviews various forms, records, medical charts and applications as applicable to assigned department to ensure information is accurate, complete and current.
Acts as liaison between the Administrative Executive Department, other departments, and outside agencies, gathering and relaying information as needed.
Assists other hospital personnel by relaying instructions, coordinating efficient work-flow and requesting information as needed.
Processes, sorts and distributes incoming and outgoing mail when applicable to assigned department.
Monitors department materials and supply inventory and orders supplies as needed.
Sets up meeting agendas and documentation for department meetings; takes, transcribes, copies and distributes minutes to appropriate entities.
Maintains the Hospital Administrator and the department’s calendar. Schedules meetings, appointments, deadlines and project/program schedules as required.
Prepares charts, logs, work tables, letters, records, forms, reports and other related documentation; makes copies of such where applicable; and distributes to appropriate entities.
Processes invoices for approval and payment.
Maintains a tickler system for timely review and renewal of contracts. Provides assistance with contract renewal as required.
Assists other hospital personnel with responsibilities and adjusts work schedules to meet department needs.
Assists in the preparation of meeting packets.
Attends mandatory department and hospital in-service training sessions.
Facilitates departmental communications.
Assists all patients, family members, physicians, visitor, and employees as needed.
Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.
Education: High School Diploma or GED required. Associate’s or Bachelor’s Degree preferred.
Experience: One (1) to two (2) years administrative assistance experience; office management experience preferred. Experience in typing, word processing, and computer spreadsheets required.
The Health Care District is an Equal Employment Opportunity Employer and maintains a Drug Free Workplace. Veterans preferred. Qualified individuals with disabilities who require an accommodation to participate in the application process or candidates with other questions should contact Human Resources.
Dedicated to the Health of the Community The Health Care District of Palm Beach County is an integrated public health system established in 1988 as a special taxing district that is an equal opportunity employer of approximately 1,000 employees. The Health Care District's mission is to ensure access to a comprehensive health care system and the delivery of quality services for the residents of Palm Beach County. The Health Care District provides challenging and fulfilling employment opportunities through its health coverage programs for uninsured residents, a nationally recognized Trauma System, adult and pediatric services at the four C. L. Brumback Primary Care Clinics, a School Health program which staffs registered nurses in nearly 170 public schools, a pharmacy operation, a long-term skilled nursing and rehabilitation center, and its acute care hospital, Lakeside Medical Center, in rural western Palm Beach County.