Secretary

Preferred Family Healthcare - Hannibal, MO

Part-time - Entry Level

Hannibal, MO

Ambulatory Health Care Services

About the position

As a Secretary at Clarity Healthcare, you will play a crucial role in ensuring a welcoming and professional environment for both visitors and callers. Your responsibilities will include managing the multi-line phone system, maintaining visitor and staff records, and ensuring the entry-way is organized and inviting. You will be the first point of contact for visitors, and your excellent customer service skills will be essential in creating a positive impression of our organization. In addition to reception duties, you will assist with various administrative tasks such as billing functions, file maintenance, and mail handling. You will also be responsible for managing office supplies, preparing meeting rooms, and coordinating vendor orders. Your ability to work collaboratively with other administrative team members will be vital in ensuring smooth operations and coverage of duties during absences. The ideal candidate will have a high school diploma or equivalent, with 1-2 years of experience in a receptionist or office setting. Proficiency in Microsoft Office applications and other software is required, along with strong organizational skills and attention to detail. You will need to demonstrate adaptability and a proactive approach to supporting the team, as well as a commitment to maintaining confidentiality and professional ethics. Join us at Clarity Healthcare and contribute to our mission of improving client care and promoting health equity in our communities.

Responsibilities

• Answer the multi-line phone system and appropriately direct calls as requested.
• Ensure visitor and/or staff sign-in records are maintained accurately.
• Ensure the entry-way is not congested with personnel or persons served, maintaining an orderly and welcoming environment.
• Receive office visitors in a welcoming and professional manner.
• Assist with billing functions as needed.
• Assist with the maintenance of files for persons served, ensuring proper documentation and organization.
• Conduct filing as requested by the Manager and/or Leadership.
• Maintain awareness of all System policies and procedures, ensuring compliance and understanding.
• Receive, sort, and distribute mail and parcels. Send outgoing faxes and distribute incoming faxes in a timely manner (if applicable).
• Maintain check-out records for building vehicles.
• Manage office supply stock for the receptionist area and executive conference rooms, ensuring availability and readiness.
• Maintain meeting room schedules, stock refreshments, and ensure technology readiness. Assist meeting hosts with preparation tasks, such as making copies and setting up refreshments.
• Responsible for vendor ordering and maintenance related to shared resources and technology within the facility (e.g., water, printer toner, and copy paper).
• Aid Leadership by checking schedule availability to assist meeting facilitators with scheduling options.
• Maintain order and cleanliness in the lobby, reception, and conference rooms. Keep files and workspace areas organized.
• Work collaboratively with other Administrative Team members, including Executive Assistants, Senior Administrative Assistants, and Receptionists (if applicable).
• Coordinate coverage of duties, such as taking PTO, to ensure continuous support.
• Code and reconcile receipts for department-issued credit cards.
• Adapt to job demands as necessary, demonstrating flexibility and a willingness to assist with various tasks.
• Perform additional functions as requested and/or specific duties assigned by Leadership, showing initiative and a proactive approach to supporting the team.

Requirements

• High School Diploma or equivalent required.
• 1-2 years of Receptionist and/or office setting experience preferred.
• Proficient in a wide range of software including Advanced Microsoft Office applications (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint), Adobe Acrobat, various Video/Web Conferencing platforms (Zoom, Teams, GoToMeeting), and Internet browsers such as Microsoft Edge and Google.
• Reliable communication method.
• Clear and legible writing.
• Attention to detail.
• Understands and follows instructions, correspondences, and memos.
• Can compose simple correspondence.
• Effective in one-on-one and small group presentations.
• Proficient with database, spreadsheet, and word processing software.
• Skilled in handling various personalities.
• Accountable and works independently.
• Excellent time management, organizational skills, and task prioritization.
• Comfortable with office equipment.
• Adheres to confidentiality and professional ethics.
• Maintains a positive workplace attitude.
• Multitasks and organizes effectively.
• Handles information securely.
• Adaptable in challenging situations.
• Shows initiative and takes action autonomously.

Benefits

• 29 Days of PTO
• Competitive Pay
• Employee benefits package - health, dental, vision, retirement, life, & more
• Competitive 401(k) Retirement Savings Plan - up to 5% match for Part-Time and Full-Time employees
• Company-paid basic life insurance
• Emergency Medical Leave Program
• Flexible Spending Accounts - healthcare and dependent child-care
• Health & Wellness Program
• Employee Assistance Program (EAP)
• Employee Discount Program
• Mileage Reimbursement