Administrative Secretary 2

POSITION SUMMARY

:

The Administrative Secretary 2 will provide clerical and administrative support functions for all of the staff and clients who receive services from the program that they support. The Administrative Secretary 2 functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

RESPONSIBILITIES:

Overview:

• Provides secretarial support services to a multi-disciplinary team of health care professionals as well as represent the program to outside agencies.
• Sensitive toward the needs of the consumer is essential by ensuring clients are received and provided service with courtesy, respect, privacy, and efficiency.
• Provides clerical support to the program staff and Managers by performing any or all of the following duties:
  * Provides reception duties including directing incoming calls
  * Responsible for client appointment scheduling, cancelling, reminders and documentation as per program requirements
  * Uses appropriate electronic record programs appropriate for task
  * Organizes and maintains filing systems by program requirements
  * Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
  * Prepares reports and data and distributes as necessary
  * Assists with booking meeting space and preparations, and book equipment needs as required.
  * Provides support for meeting minutes: taking, processing and distributing as required.
  * Provides Telehealth service support as required
  * Maintains and orders specific program forms and offices supplies
  * Archives information as per policy
  * Provides clerical support for photocopying, collating and distribution of materials
  * Processes documents such as minutes, letters, memos, reports, forms and agendas as directed
  * Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation.
• Takes the lead in arranging for equipment ordering and repair as required.
• Accepts orders, receives, completes and tracks requests made to the program.
• Maintains inventories and supplies in coordination with Materials Management.
• Ensures that the program entry area presents in a welcoming, professional organized manner.
• Provides the necessary database development and data entry support to program.
• Manages petty cash, billings, process payments, balance and reconcile as required.
• Provides support, assistance with orientation, and backup to other Administrative Secretaries as required.
• Provides administrative support to other departments as requested.
• Enters and maintains payroll schedules for program staff and Managers as required.
• Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.
• Reports urgent matters to appropriate Manager or Director immediately.
• Other duties as assigned.