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Company Contact Info
- Sacramento, CA
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Department Secretary Needed!
Maxim Healthcare Services • Sacramento, CA
Posted 1 month ago
Providescomplete and professional secretarial, clerical and minor administrativesupport to the Department and its professional staff and assists with specialprojects. Ensures a smooth and coordinated flow of information into and out ofthe department. Proactively produces materials of varied complexity generatedby various members of the department (eg agenda packets, board/ educationalmaterials), creates presentations, accurately maintains databases andspreadsheets, conducts basic research, coordinates meeting and event logisticswhile adapting to rapidly changing priorities and ensuring timely completion.Maintains calendars, schedules meetings, makes travel arrangements, assists inmaintaining department filing systems, and completes other office relatedduties as assigned. Maintains department and facility rosters and mailing listsand answers the department's telephone line. Inventories, orders and receivesthe department's office supplies. Functions as the department's Central Pointof Contact for Information Technology and Telecommunications needs. Mayparticipate in SHSS Committees, including the Safety and/ or and SpecialEvents. Exercises extreme confidentiality in performing all assignments.Complete professional clerical, secretarial and minor administrative support •Uses a personal computer to produce letters, memos, reports, meeting minutesand forms which may include transcription from dictation equipment or fromhandwritten draft copy in an accurate and timely manner. • Formats and produceslarge, complicated documents such as Board packets, audit reports, complianceassessment documentation and presentations. • Proofreads all finished copy toprevent errors. • Completes work on time, meeting identified due dates -including sufficient time for supervisory review and revision. • Updatesdatabases and produces graphs from information provided by various members ofthe department. • Composes letters, memos and general business correspondencefor signature of various department members. • Uses sound professional judgmentrelative to formatting and creation of documents. • Opens, date stamps, reviewsand distributes incoming mail and correspondence for the professional staff,responding to certain inquiries directly. • Sends and retrieves documentstransmitted electronically. • Provides a full range of clerical support to thedepartment including, but not limited to, photocopying, collating reports anddistributing materials/ information. Calendars, meetings and related departmentfunctions • Maintains calendars and suspense files for department staff. •Schedules meetings with a variety of people internal and external to theorganization. Meetings often involve many individuals with already-fullschedules and require special arrangements such as audiovisual aids, etc. •Demonstrates flexibility when working with busy calendars that make schedulingdifficult. • Coordinates travel arrangements for various members of thedepartment. • Makes catering arrangements for meetings scheduled during mealtimes. • Produces check requests, expense vouchers, mileage reports or otherneeded documentation for department staff. • Receives guests: greeting,screening and referring telephone calls and visitors to the appropriate area. •Takes and transcribes minutes at meetings when required, finalizing them forapproval prior to distribution.
Department Secretary –Sacramento, CA
• Start date 5/1-7/31
• 90 day position with possibility of future permanent position
• Mon- Fri 8:30am to 5pm
- Competitive pay & weekly paychecks
- Health, dental, vision, and life insurance
- 401(k) savings plan
- Awards and recognition programs