Administrative Assistant II, Laboratories-Clinical, Part-Time, (32 Hour Week), Days

JOB SUMMARY

Performs routine and comprehensive secretarial duties and may frequently perform complex and responsible secretarial and administrative functions under general or minimal supervision.

Incumbents at this level often exercise independent judgment in the performance of the duties, and may be considered a resource for other clerical and secretarial staff.

JOB SPECIFICATIONS : EDUCATION

EDUCATION

High school diploma, GED, or equivalent preferred. Completion of two years of Community College or business school is preferred, and may substitute for one year of the required experience below.

EXPERIENCE

Administrative Assistant :

A minimum of three years progressively-responsible secretarial or administrative assistant experience, preferably in a health care setting, which included significant experience with computer software, preferably in a windows environment and at an intermediate to advanced skill level, with such applications as word processing, spreadsheets, tables, graphs, and database management.

Administrative Assistant II :

A minimum of five years as an Administrative Assistant at MarinHealth with an excellent performance record preferred.

PREREQUISITE SKILLS

• Accurate typing at 45 wpm
• Intermediate to advanced user of Microsoft Word; skill in Excel or other spreadsheet applications; experience with databases that organize, maintain, and report data.

Also, familiarity with flowcharting and knowledge of advanced computer equipment, such as modems, scanners, and Internet functions may be required for some positions

• Demonstrated experience in general office procedures, such as ability to create, organize, and maintain alphabetic or numeric filing system and handle everyday administrative duties in a professional and efficient manner
• Demonstrated verbal and written communication skills
• Demonstrated interpersonal skills necessary to deal effectively and courteously with a diverse group of internal and external callers and visitors
• Ability to work collaboratively with team members, hospital staff, physicians, and outside agencies
• Ability to work independently, coordinate multiple priorities, problem solve, and meet deadlines with minimal supervision
• Knowledge of medical terminology may be required for some positions
• Ability to appropriately coordinate demands on an administrators' time and arrange his / her schedule accordingly
• Ability to operate standard business machines, such as personal computer, calculator, copier, typewriter and facsimile
• Demonstrated analytical skills to handle non-routine, moderately complex administrative duties

LICENSE / REGISTRATION / CERTIFICATION :

None required

DUTIES AND RESPONSIBILITIES :

ESSENTIAL (not modifiable)

The following are the job functions performed by employees in this classification. Not all duties listed are necessarily performed by each individual in the classification.

Employees may perform other related duties at an equivalent level.

Composes and prepares memoranda, correspondence, charts, graphs, tables manuals, flyers, reports, and various forms either from rough draft, brief instructions, and / or own gathered and researched data.

Accurately proofreads and edits drafts and final copies of material by adhering to established formats, policies, and procedures

Receives, handles, screens and transfers phone calls and greets departmental visitors in a prompt and courteous manner.

Provides routine and non-routine assistance, guidance, and direction according to departmental and hospital policies. Directs complex, urgent, or sensitive issues to supervisor

• Appropriately maintains and efficiently handles confidential information such as supervisor's staff personnel files, employee time and pay records, and patient-related information
• Arranges meetings and conferences; schedules appointments; may maintain supervisor's personal calendar. Coordinates hospital meetings, conferences, and classes, which include composing, developing, and distributing program agenda and materials, setting up and reserving conference rooms, scheduling catering, and notifying attendees
• May take and transcribe minutes at departmental or hospital-related meetings
• Opens, sorts, and routes mail to appropriate individual(s). Handles standard or routine material by responding independently in writing or by telephone
• Maintains, enters and retrieves data from data management programs, which may include demographic data input and / or routine to complex report retrieval.

Acts as liaison with the Information Services Department to facilitate resolution of information systems problems or issues

• May assist supervisor with establishing and maintaining systems to monitor budgetary, financial, or statistical information
• Maintains and orders supplies as necessary and within budgetary constraints
• Designs, implements, and streamlines office procedures
30+ days ago