Site Secretary

When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day.

About Chapters Health System

• It’s inspiring to work with a company where people truly BELIEVE in what they’re doing!
• Our employees make all the difference in our success!

Responsibilities

• The Site Secretary is responsible for all administrative/secretarial duties for the Regional Director or assigned director.
• Effectively communicates with staff and external agencies.
• In addition to performing Site Secretary duties and responsibilities, may provide concurrent support as a Team Secretary.
• Represent the Company professionally at all times through care delivered and/or services provided to all clients. · Comply with all State, federal and local government regulations, maintaining a strong position against fraud and abuse. · Comply with Company policies, procedures and standard practices. · Observe the Company's health, safety and security practices. · Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company. · Use resources in a fiscally responsible manner. · Promote the Company through participation in community and professional organizations. · Participate proactively in improving performance at the organizational, departmental and individual levels. · Improve own professional knowledge and skill level. · Advance electronic media skills. · Support Company research and educational activities. · Share expertise with co-workers both formally and informally. · Participate in Quality Assessment and Performance Improvement activities as appropriate for the position.
• Anticipates the needs of and provide administrative support for the business and office functions of the Regional Director, Executive Director, or other assigned manager. · Handles customer services to patient/family, staff, and all other internal/external customers.
• Ensures concerns/needs are resolved and handled in a timely and effective manner. · Coordinates, schedules and sets up for meetings; prepares agendas; handles and distributes meeting minutes/packets.
• Oversees room set up; maintains equipment inventories and oversees sign-out. · Prepares and processes spreadsheets and graphics to compile and tabulate data using multiple software programs.
• Assists with the preparation of forms, reports, correspondence and presentations. · Prepares and coordinates the on-call schedule for assigned discipline; and coordinates site receptionist coverage. · Oversees the Team Secretaries located in the site office, including weekly on-call schedule and receptionist coverage.
• Provides support as a Team Secretary, when needed. · Oversees services at site facilities; maintains equipment (copiers, fax machines, printers, phones, fire extinguishers, etc.) and orders/restocks supplies (kitchen, office, medical, etc.).
• Oversees and maintains responsibility for check out/check in of keys, fobs, and parking passes.
• Coordinates facility functions/issues in collaboration with Facilities Manager. · Oversees biohazard manifest logbook.
• Maintains biohazard waste supplies and serve as contact person for contracted labs. · Creates and maintains landlord and vendor relationship (i.e., plumbers, electrical, A/C, coffee) with Facilities’ approval. · Creates and updates communication boards. · Performs other duties as assigned.

Requirements

• High school diploma; Associate’s degree or an equivalent combination of work experience and education · Minimum of three (3) years of general office experience · Well-developed organizational and computer skills; work experience with Word and Excel · Well-developed communication (written and verbal) and employee relations skills · Highly organized; attention to detail with high degree of accuracy · Able to effectively manage a number of tasks simultaneously · Ability to handle stress of multiple priorities
• Satisfactorily complete competency requirements for the position.

Compensation Pay Range

$20.26 - $30.16 This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy. All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/ .