Administrative Assistant II
St. Joseph Mercy - Ann Arbor & Livingston SJMHS Administrative Svc - Ann Arbor, MI

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High School Diploma/GED
  • 1 - 3 years of experience required
  • Pay Scale: $15.15-$21.21

    GENERAL SUMMARY

    Performs advanced secretarial and administrative duties requiring broad and comprehensive experience, skills and knowledge of departmental and organizational policies. Composes and prepares correspondence, coordinates meetings, gathers and analyzes data to develop complex reports, and assists in monitoring departmental budgets. Uses discretion and judgment when screening important visitors and telephone calls, relaying confidential and highly sensitive information, and when planning and organizing workload. Coordinates, trains and checks the work of other clerical staff.

    PRIMARY DUTIES AND RESPONSIBILITIES

    1. Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager’s directions. Types/word processes a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval.

    2. Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager.

    3. Develops, implements and maintains departmental record-keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files.

    4. Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes.

    5. Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements.

    6. Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.

    7. Receives and reads incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Processes outgoing mail and packages.

    8. Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.

    9. Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.

    10. Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.

    11. Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.

    12. Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well-organized.

    13. Assists in orientation and training of new clerical staff members. Coordinates and checks the work of lower classified secretarial or clerical employees within the department.

    14. Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings and memos. Also performs duties and projects specific to the functions and needs of the department.

    15. Maintains good rapport and cooperative relationships. Approaches conflict in a constructive manner. Helps to identify problems, offer solutions and participate in their resolution.

    16. Maintains the confidentiality of information acquired pertaining to patient, physicians, employees and visitors to St. Joseph Mercy Hospital. Discusses patient and hospital information only among appropriate personnel in appropriately private places.

    17. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.

    18. Behaves in accordance with the Mission, Vision and Values of St. Joseph Mercy Health System.

    QUALIFICATIONS

    1. High school diploma or equivalent combination of education and experience. Additional formal clerical and computer training desirable.

    2. Familiarity with secretarial support procedures, usually gained through three or more years of progressively responsible administrative office experience. Thorough knowledge of departmental operations and hospital policies and procedures.

    3. Proficient with at least one word processing package, one spreadsheet software package, one database management program and one graphics package.

    4. Accurate typing, data entry and transcription skills. Accurate spelling and grammar, proofreading and editing skills. Strong attention to detail. Knowledge of medical terminology for transcription.

    5. Written communication skills to compose letters, memos, minutes and reports.

    6. Telephone skills and ability to operate office equipment such as personal computers, copiers, fax machines and printers.

    7. Able to exercise independent judgment to set work priorities, screen and prioritize calls and visitors appropriately, handle administrative details on behalf of manager, and work with minimal supervision.

    8. Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other organizational personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for frequent interactions with high level contacts inside and outside the organization.

    9. Analytical skills to gather and summarize data from multiple sources, calculate statistical figures, analyze results and draft narrative reports.

    10. Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.

    WORKING CONDITIONS

    1. Normal office environment.

    2. Occasional lifting of up to 25 pounds, bending, standing and walking.

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