Secretary, Department

Orlando, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Department Secretary performs diverse secretarial and/or administrative duties for a large department or professional group. This role involves working within a team to set priorities and deadlines, adjusting the flow and sequencing of work to meet team and patient needs. The position requires proficiency in accessing and utilizing computer management programs, including Word, Excel, PowerPoint, and Teams, and serves as a source of assistance to department team members. The secretary is responsible for preparing charts, graphs, and other materials for presentations, scheduling appointments for managers, maintaining and ordering office supplies, and managing departmental calendars.

Responsibilities

• Set team priorities and deadlines, adjusting work flow to meet needs.
• Utilize computer management programs and assist team members.
• Prepare charts and graphs for presentations.
• Schedule appointments for managers and manage departmental calendars.
• Maintain and order unit and office supplies, adhering to budget limits.
• Submit work orders for housekeeping and maintenance needs.
• Monitor and assist with time and attendance through KRONOS.
• Assist others in resolving issues and refer to appropriate personnel.
• Receive and distribute mail, faxes, and electronic notifications.
• Arrange for timely payment of departmental invoices.
• Assist in making appointments for patients.
• Maintain departmental files and adhere to records retention schedules.
• Organize meetings, prepare reports, and transcribe minutes.
• Track progress of special projects.
• Use discretion with confidential information.
• Transport and deliver items and equipment throughout the facility.
• Manage time autonomously and meet deadlines.
• Maintain compliance with all policies and procedures.

Requirements

• High School diploma or equivalent.
• Working knowledge of Microsoft Office products (Word, Excel, PowerPoint, Access).
• Two years of clerical or secretarial experience.

Nice-to-haves

• Certification in Microsoft Office-based products preferred.