Job description

Hours: 9:00am to 5:00pm

Experienced and reliable office helpers needed to provide clerical support and act as office assistants for administrative or professional staff. Independent action will be exercised when routine procedures or clearly-defined policies are involved. May exercise supervision over a small number of subordinate personnel.

Duties include:

  • Compiling correspondence, records, reports and statistical information for various reports;
  • Setting up and maintaining automated records and filing systems, and compiling information for management needs
  • Utilizing automated word processing equipment using internally stored systems and procedures to produce correspondence, forms, reports, statistical information, and other departmental data, and/or operates a standard typing device
  • Setting up automated filing systems on word processing equipment for the storage and retrieval of data
  • Maintaining accurate and complete records and files
  • Providing general clerical support services to enhance the operation of the office
  • Compiling information from manual and automated records for routine reports
  • Answering calls and responding to requests for routine information or routing calls to appropriate staff
  • Maintains appointment calendar(s) for professional staff and schedules meetings as needed
  • Opening, screening, and routing mail; preparing requisitions and maintaining adequate office supplies
  • Processing, reviewing and forwarding forms in accordance with established procedures
  • Operating a wide variety of office machines, including word processor and/or standard typing device, fax machine, copier, etc
  • Acting as back-up for various administrative offices for telephone coverage during the absence of other workers as needed
  • Using other software applications such as spreadsheets, calendar, e-mail, database software, and desk top publishing, as needed
  • May access protected health information (PHI) in accordance with departmental assignments and guidelines defining levels of access (i.e. incidental vs. extensive)

What you need to have

Skills
  • Good knowledge of office procedures, equipment and business; business English; capability of word processing equipment to produce various formats for correspondence, reports, tables, charts, and file storage
  • Full range of keyboarding skills in the operation of either a word processor and, in some cases, a standard typing device
  • A high degree of initiative and independent action is required to ensure the timely and accurate processing of the workflow
  • Ability to utilize word processing equipment producing printed copy which is neat, accurate, and conforms with standard English usage; operate a typing device; ability to effectively use computer applications such as spreadsheets, calendar, e-mail and database software; perform simple arithmetic computations; comprehend written material; operate office machines; maintain complex records and files; ability to comprehend and carry out complex verbal and written directions; get along well with others; read, write, speak, understand, and communicate in English sufficiently to perform the essential duties of the position; thoroughness; good judgment; dependability; tact; courtesy; initiative; physical condition commensurate with the demands of the position
Prior experience & qualifications
  • 3yrs of experience where a primary function of the position was performing general office/clerical work, 2yrs of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents. Satisfactory completion of 30 credits at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year-to-year basis for 1yr of the general office/clerical experience and 1yr of the specialized experience using computer applications as described above
Languages
This opportunity requires fluency in English