Administrative Assistant II - Medical Secretary

Administrative Assistant - Medical Secretary

Grafton Integrated Health Network is seeking an experienced Administrative Assistant to support the Nurse Manager and Clinical Administrator at our Berryville Psychiatric Residential Treatment facility serving youth with intellectual and developmental delays. This exciting opportunity provides a collaborative team environment with the opportunity to learn and grown while making a difference in the lives of children at a mission-driven organization. Be a part of something bigger with Grafton!

Under general supervision the Administrative Assistant provides clerical and administrative support to a Grafton senior manager or administrator and/or department. Duties include preparing a variety of documents correspondence and program reports which may require researching and gathering information for inclusion in prepared material. Maintains records databases and program files; maintains assigned manager(s) calendar and schedules meetings according to priority and availability; and maintains contact with other departments and outside agencies or organizations for the purpose of obtaining and providing information. Reports to a supervisor manager or administrator.

ESSENTIAL JOB FUNCTIONS

• Prepares letters and correspondence from drafts notes and/or information from other documents. May take initiative to develop and prepare responses to routine or frequent inquiries as appropriate.

• Schedules appointments for supervisor with internal staff as well as external agencies and organizations. Maintains calendar of supervisors time and meetings and works to resolve scheduling conflicts as they arise.

• Prepares program related forms records reports and other documents which may involve obtaining information from program databases and other forms documents and references.

• Enter update and maintains data base information for program and department files and records. Generates reports from same.

• Maintains budget and financial information for department or assigned programs.

• Maintains manuals and copies of regulations.

• Attends and takes minutes at various Grafton and program related meetings. Prepares and distributes meeting minutes.

• Maintains program files department files and records ensuring that all necessary documentation is retained identifies missing documents that should be part of files or records purges unnecessary or dated information

• Open review and prioritizes incoming mail then distributes to appropriate staff or manager.

• Answer incoming telephone calls obtains nature of the call and transfers the call to the appropriate staff member. Take phone messages for staff out of office. Answers caller questions as appropriate.

• Greet visitors and directs them to appropriate staff or building. Notifies staff of incoming visitors.

• Order office supplies.

• Performs other duties as assigned

Other Responsibilities:

• Provides responsive and positive customer service to guardians clients involved external agencies Grafton management and other Grafton employees.

• Serves as resource to others on matters such as protections of personal health information releases of information restrictions/allowances of access to records structure of electronic health record and standards for documentation.

MINIMUM TRAINING AND EXPERIENCE

• Graduation from high school

• Minimum 3 years of experience performing progressively responsible clerical and administrative work; or any equivalent combination of training and experience which provides the required knowledge skills and abilities. Basic to Intermediate level of Excel and Word Skills.

COMPENSATION

Starting at $19.09; commensurate with experience and qualifications

EMPLOYEE BENEFITS

• Medical dental and vision
• Flexible Spending & Health Savings Accounts
• 401(k) including an employer match
• Generous Paid Time Off plan
• Education Assistance
• Life Insurance
• Employee Assistance Program (EAP)
• Short-term disability (STD)
• Long-term disability (LTD)
• As Grafton is a 501(c)(3) non-profit you may be eligible for federal student loan forgiveness

Grafton is an equal employment opportunity employer and tobacco-free workplace.

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