Secretary III - Outpatient (Spanish Bilingual Speaking Ability Required)
For this full-time position, the Secretary will work under the direct supervision of the Director to:oversee the general set-up and smooth operation of division operations (such as open, read and route mail, file, answer the telephone/email, greet visitors, take dictation, type reports, schedule meetings, manage the Director’s calendar, and other related tasks), draft, update and produce a wide variety of informational, statistical and other reports, track program management and program coordinators’ reports, calculate and track clinician/family advocate productivity reports, work with other Clinic managers to obtain program data, including but not limited to census reports, participant files, mailing lists, budget and supply reports, contract compliance and renewal documentation, client attendance reporting and other similar project reporting requirements.Must drive to all Clinic sites (within a six mile radius) and work off-site with minimum of supervision.May maintain daily attendance log and vacation/sick log for staff.Attends meetings and takes, transcribes and maintains minutes of same.Participates with other clerical and administrative support staff in routine and special tasks that support interdepartmental and general Clinic functioning.May supervise lower level clerical personnel. Other duties will be assigned.
SKILLS/EXPERIENCE/EDUCATION:Bachelor’s degree (B.A. or B.S.) plus 1-2 years increasingly responsible secretarial experience or Associate’s degree (A.A.) or equivalent number of units from a post-secondary school or secretarial college plus 3-4 years increasingly responsible secretarial experience, or a high school diploma or G.E.D. with 6 years increasingly responsible experience.Strong organization, communication and teamwork skills are a must, as is the ability to maintain a calm demeanor while handling multiple tasks without losing productivity.Ability to write, edit, and proofread grammatically correct routine reports and correspondence.A valid CA driver license and an insurable driving record are required.Excellent Word, Excel, email/internet, Access and data management abilities to compile and provide detailed, accurate reports.This position may use a new Clinic Management Software System as it is implemented.Ability to work cordially with staff from all departments, visitors, and others plus maintain strict confidentiality is a must.Excellent written and verbal skills are required as well as the ability to initiate communication with others as this position requires working with various managers within the Outpatient Division, the largest at the Clinic.Bilingual Spanish speaking ability is required.A writing sample and task assignment will be required at interview.