Administrative Secretary Job summary 1
Under direct supervision, the Administrative Secretary performs secretarial duties such as typing routine correspondence and forms, maintaining files, distributing mail, and so forth. Work is planned and checked by supervisor. Uses discretion and judgment when screening visitors and telephone calls, making necessary grammatical or spelling changes in correspondence, and organizing own work load to meet established priorities.
Administrative Secretary Duties & Responsibilities 1
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Types memos, correspondence, reports and various routine forms, and makes changes in grammar, punctuation or spelling as needed. Organizes workload to comply with deadlines and established priorities.
Maintains non-complex departmental record keeping and filing systems, including records related to personnel, payroll, attendance, work and purchase orders, and so forth.
Receives and screens visitors and telephone calls, and notifies appropriate personnel or records messages. Responds to general inquiries concerning department/unit activities and operations by relating to established policies and procedures.
Maintains department calendar. Schedules meetings and appointments. Makes routine travel or conference arrangements as necessary.
Opens, sorts, records and distributes mail.
Posts information to records and logs, maintains established files, and prepares various adhoc reports according to directions from supervisor.
Performs related general office duties, such as monitoring and ordering standard supplies, operating office copier, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.
May be responsible for performing duties such as typing patient related documents, gathering information from patients to relate to physicians, maintaining patient files, and scheduling patient for surgery, tests and appointments.
Performs other related duties as assigned or requested.
Administrative Secretary Requirements & Skills 1
Administrative Secretary Job summary 2
To ensure success as an Administrative Secretary, you should possess excellent communication skills and demonstrable experience in a secretarial role. Outstanding Administrative Secretaries are highly organized in performing a wide array of administrative duties.
Administrative Secretary Duties & Responsibilities 2
Reporting to management and performing secretarial duties.
Processing, typing, editing, and formatting reports and documents.
Filing documents, as well as entering data and maintaining databases.
Liaising with internal departments and communicating with the public.
Directing internal and external calls, emails, and faxes to designated departments.
Arranging and scheduling appointments, meetings, and events.
Monitoring office supplies and ordering replacements.
Assisting with copying, scanning, faxing, emailing, note-taking, and travel bookings.
Preparing facilities and arranging refreshments for events, if required.
Observing best business practices and etiquette.
Administrative Secretary Requirements & Skills 2
Administrative Secretary Job summary 3
Administrative Secretary is the entry-level class of the confidential Administrative Secretarial series. Incumbents in these positions provide clerical, secretarial, and administrative assistance to an assigned district administrator or designated administrative assistant.
Administrative Secretary Duties & Responsibilities 3
Assist administrator with the coordination and planning of a variety of specialized and responsible departmental and office activities and projects, as assigned.
Assist the administrator with preparing and accurately maintaining a variety of reports, handbooks, records, and files relating to office operations and activities, according to established policies.
Apply and provide detailed and technical information on district policies, rules, and regulations, in relation to the assigned department or office.
Develop, present, obtain or process information with respect to employer-employee relations, requiring access to confidential information that is used for negotiations.
Type, proofread, and compose a wide variety of correspondence from drafts or verbal direction, including inter-office memos, requisitions, forms, letters, notices, special project documentation, legal documents, and other materials unique to the office.
Coordinate, prepare, compile and/or distribute Board agenda materials.
Assist with communication between departmental office, district personnel, school personnel, the county office, other public agencies, consultants, State department, vendors and other entities as required by the administrator.
Perform research; review, check, correct, and compile a variety of information; verify data for accuracy, completeness, and compliance with established procedures; input and retrieve computerized data as required.
Receive, open and screen incoming mail and compose replies as directed and according to standard procedures.
Assist with researching, compiling, and computing financial and statistical records as required; order supplies and materials and prepare purchase requisitions as required by the office.
Receive and screen phone calls and visitors to the administrator; provide information, direct callers and visitors to proper individual and/or office; provide information to students, staff, public and other agencies as required.
Operate a variety of office equipment including, but not limited to, typewriters, computers, copiers, calculators, printers, and others.
Schedule meetings, conferences, appointments, and arrange travel accommodations as directed.
Train and provide work direction to departmental staff as assigned/required.
Maintain confidentiality of records and information related to the assignment.
Provide coverage to the front desk and/or other secretarial staff as needed.
Perform related duties as assigned.
Administrative Secretary Requirements & Skills 3
Administrative Secretary Job summary 4
Under general direction, an Administrative Secretary coordinates, monitors and supports various areas of responsibility in the department to include but not limited to scheduling, communication and organization. Serves as liaison between the Department Director and parents, community, school staff, and school and district administration in all clerical matters.
Administrative Secretary Duties & Responsibilities 4
Perform complex administrative support functions including but not limited to recordkeeping systems, filing, copying, making appointments, sorting and distributing mail, as well as other office functions.
Answer phone, greet the public and respond to inquiries from parents, students, teachers and administrators with information of a routine nature.
Coordinate project-based work including field trip arrangements, travel arrangements, and time and effort logs districtwide.
Prepare correspondence, reports and materials for reports or presentations.
Coordinate and ensure the maintenance of department documents, and coordinate, create and submit Governing Board agenda items.
Create, transcribe and distribute notes, agendas, minutes and similar materials.
Coordinate and facilitate distribution of department communication.
Maintain financial records for the department to include purchases, billing statements, and other related financials.
Assist administration with department budget and financial management.
Order and maintain sufficient inventory of office supplies and materials for their department.
Ensure compliance for all expenditures including purchase orders.
Oversee verification of staff attendance.
Manage the Time Clock system.
Manage keycard distribution.
Support and assist director in personnel management.
Perform regular internal audits ensuring accuracy of data.
Maintain hard copy and electronic filing system.
Provide positive district image for all visitors and personnel.
Establish and maintain good rapport with students, employees, community members and vendors.
Maintain a high level of ethical behavior and confidentiality.
Administrative Secretary Requirements & Skills 4
Administrative Secretary Job summary 5
An Administrative Secretary performs various administrative duties, including answering phones, handling correspondence and scheduling appointments.
Administrative Secretary Duties & Responsibilities 5
Manage Department Faculty physician’s calendars, ensuring there are no conflicts with surgery postings, meetings, lectures, etc. Ensure call schedules are accurately placed on calendars. Inform staff and physicians of any conflicting appointments.
Schedule lectures and meetings as needed.
Transcribe physician’s dictations to include physician letters, manuscripts, journal articles, and other correspondence as needed.
Provide administrative support to the Associate Chair of Finance & Administration as needed to include PowerPoint, Word documents and completing spreadsheets in Excel and other finance reporting.
Responsible for opening and distributing the physician’s incoming and outgoing mail. Assist with providing back up to the mail clerk when necessary for daily office mail.
Provide assistance to Office Coordinator for all matters relating to physician subpoenas for court appearance. Attend to legal matters keeping physicians informed of pending court cases. Arrange depositions when necessary. Correspond with Risk Management in all subpoena related matters.
Assist with making travel arrangements, submit travel vouchers.
Process payments through Procurement as needed
Process medical records requests to include outside correspondence, patient chart related subpoenas, and patient requests.
Responsible for ordering and maintaining all office supplies.
Process volunteer and shadowing applications
Process Research Students EHR requests
Provide clinical and administrative phone coverage as needed for the Department.
Performs other duties as assigned.
Administrative Secretary Requirements & Skills 5
Administrative Secretary Job summary 6
The Administrative Secretary gathers and organizes surgical patient data, preparation of charts, collection of statistical data, and completing general clerical duties.
Administrative Secretary Duties & Responsibilities 6
Utilizes communication skills by answering the telephone by the third ring, responding in a pleasant manner and directing calls appropriately.
Performs general clerical duties on a daily basis such as filing, and other specific duties.
Maintains a file for charts received for patients scheduled for surgery according to date to prevent loss in the event of a change or rescheduling.
Prepares charts by placing required lab work, EKG, Chest X-ray, and history and physical on correct patient charts, assuring that all copies are legible and within the required time frame.
Notifies the charge nurse immediately if unable to complete. Stamps patient charts correctly.
Prepares charts according to procedure, ensuring appropriate paperwork is available for admitting nurse (Radiology, OR).
Delivers completed, stamped charts, along with patient's old records to ACU (ambulatory care unit).
Serves as liaison between physician's offices, inpatient units, ancillary departments, and other services to ensure coordination in the delivery of patient care.
Distributes pre-admission sheets to pre-admission clerk in agreed upon time frame.
Assesses and organizes workload to determine the order of priority, in order to expedite the processing of the preop data.
Coordinates and schedules outpatient transfusions and infusions.
Participates in quality improvement activities to improve the flow of patients and required documents.
Maintains an orderly, clean, well stocked office area, reordering supplies on appropriate order days.
Prepares and arranges charts with proper forms for each patient type.
Makes necessary phone calls to ensure the availability of chart requirements for the surgical procedure.
Gathers data to complete monthly statistical report for Pain Management Department.
Notifies admitting department of changes in patient admission status, cancellations, and invasive procedures.
Administrative Secretary Requirements & Skills 6
Administrative Secretary Job summary 7
Under general supervision, the Administrative Secretary performs a variety of administrative and office support activities which require independent judgment in support of the operation of a sizable unit or department. Performs related duties as required.
Administrative Secretary Duties & Responsibilities 7
Administrative Secretary Requirements & Skills 7
Administrative Secretary Job summary 8
The Administrative Secretary provides administrative support to an Administrator within the district.
Administrative Secretary Duties & Responsibilities 8
Develops and implements procedures, protocols and processes within the department or unit.
Provides secretarial support such as preparing correspondence and other written documents, receives phone calls, answers questions and routes messages; schedules and prepares for meetings, processes mail, schedules appointments and keeps calendar.
Prepares reports, maintains records, coordinates departmental activities, analyzes financial or project data, and makes recommendations.
Organizes and completes special projects as assigned.
Assists in the preparation of the budget and maintains budget records throughout the year. Maintains, submits and receives purchase orders and invoices.
Performs other duties as assigned.
Administrative Secretary Requirements & Skills 8
Administrative Secretary Job summary 9
The Administrative Secretary performs a wide variety of secretarial and problem-solving duties of a confidential nature for senior management staff. Receives general instructions, sets priorities and has ability to complete project work.
Administrative Secretary Duties & Responsibilities 9
Daily administrative operations of office including but not limited to: correspondence, telephone, email, greet people, filing, copying
Types and proofreads correspondence, reports and manuscripts from handwritten copy or takes shorthand, transcribes from voice recordings
Manage resource library; check out/in library resources
Minimal computer technical assistance; cooperate with Academic Computing Center as necessary
Provide support for Ryan White Project Coordinator as needed
Personal encounters with customers, subcontractors, clients, etc. for consultations (face-to-face, telephone, programs, etc.)
May assist in coordination of meetings or presentations by reserving rooms, arranging catering, typing agenda and making slides and/or overheads
Supply and equipment purchasing decisions in cooperation with Director
Data input for quarterly reports, surveys, and other as necessary (using Access or Excel)
Other appropriate duties as assigned
Administrative Secretary Requirements & Skills 9
Administrative Secretary Job summary 10
The Administrative Secretary provides primary secretarial and administrative support for a Dean, or a Director-level manager.
Administrative Secretary Duties & Responsibilities 10
Complete complex documents that are imperative to the successful delivery of services or programs in the area of Instructional, Student Services, or Administration
Maintain complex record-keeping systems and schedules; assist instructional and/or student services staff in developing and coordinating class or program schedules.
Process a variety of documents relating to personnel, budgeting and curriculum requirements related to an assigned program.
Coordinate specific activities and events of assigned office and arrange for ancillary services such as program registration, classes, seminars, conferences and fund-raising events as assigned.
Organize office systems; contribute to the development of office policies and procedures.
Operate a computer and information systems related to assigned program for input and retrieval of information.
Type, edit and format a variety of documents; compose correspondence from general instructions.
Maintain a variety of logs, files and records; control the release of sensitive information to authorized personnel.
Coordinate between supervisor, program, instructional unit and various groups such as other college staff, students or community groups.
Maintain calendars, schedule appointments, arrange meetings and make travel arrangements.
Maintain and audit financial records related to assigned office, monitor budgets and collect and account for money, disburse checks and assist in budget preparation as assigned.
Prepare reports, Board items, budgets and grant proposals; collect data and provide research assistance for various studies and reports.
Administrative Secretary Requirements & Skills 10
