EXECUTIVE SECRETARY

$33,134 - $43,264/Yr

State Of New Hampshire - Concord, NH

Full-time - Entry Level

Concord, NH

Executive, Legislative, and Other General Government Support

About the position

The State of New Hampshire is seeking a dedicated Executive Secretary to join the Department of Health and Human Services at New Hampshire Hospital. This full-time position is located at 36 Clinton Street, Concord, NH, and offers a competitive hourly wage ranging from $15.93 to $20.80. The Executive Secretary will play a crucial role in providing comprehensive secretarial and accounting support to the Administrator III of the Rehabilitation Department, as well as assisting the Chief Quality Improvement and Compliance Officer and the Patient Safety Director. The successful candidate will be expected to utilize Microsoft Office software proficiently and will need to possess a thorough understanding of department operations to make informed decisions requiring discretion and action. In this role, the Executive Secretary will be responsible for maintaining staff schedules, managing payroll processes, and ensuring compliance with Joint Commission and Center for Medicare/Medicaid standards. The position requires a high level of organization and attention to detail, as the Executive Secretary will handle various administrative tasks, including filing, data entry, and correspondence management. The role also involves attending quality meetings, taking minutes, and preparing reports for the Administrator III and Rehabilitation Supervisors. The Executive Secretary will be expected to demonstrate a commitment to quality improvement and customer service values in all aspects of their work. This position is supervised by the Administrative Assistant II and requires a minimum of three years of experience in a secretarial role, including supervisory or office management experience. The State of New Hampshire values relevant experience and offers a pathway for applicants to substitute additional experience for formal education degrees. This is an excellent opportunity for individuals looking to contribute to the healthcare sector while enjoying a supportive work environment.

Responsibilities

• Provides support and assistance in maintaining staff schedules, contact information, staff certifications and licensure in ANSOS.
• Verifies processes and maintains records of staff and contract licenses to maintain Joint Commission and Center for Medicare/Medicaid compliance.
• Manages aspects of biweekly patient payroll and files and maintains records of the payroll.
• Purchases supplies, processes, tracks, and maintains accounts to maintain accurate balances.
• Orders supplies and materials from Materiel's Management or other entities, maintaining inventory sufficient for staff or Rehabilitation.
• Files and maintains records of all orders and purchases.
• Enters data into AVATAR and other computer programs and produces reports as requested.
• Logs Rehabilitation patient referrals for quality assurance and tracking.
• Types and files all correspondence for meetings as needed, including monthly and quarterly Quality Assurance reports.
• Maintains, tracks and updates standards manuals for Department of Rehabilitation.
• Answers telephone, screens and routes calls to appropriate director(s) and other staff.
• Processes incoming and outgoing correspondence for the Rehabilitation Department.
• Sorts and distributes all incoming mail for the Rehabilitation Department.
• Attends Quality meetings for the purpose of taking minutes; prepares drafts for administrative review; copies and distributes minutes; prepares agendas and sends meeting schedules and reminders to committee members; and schedules conference rooms.
• Enters data from occurrences into the database and runs reports.
• Acts as a scribe in the Incident Command Center during an emergency preparedness event tracking the actions of the senior management staff.

Requirements

• High school diploma or high school equivalency credential.
• Three years of experience in a secretarial position including supervisory, administrative support, or office management experience.

Benefits

• 457(b) retirement plan
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Wellness program