Administrative Assistant 2 - Shs

Description

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

People Making a Difference!

State Hospital South is currently seeking an Administrative Assistant 2, to provide support to hospital administration, coordinate medical staff activities and functions, coordinate and schedule hospital admissions, and manage the hospitals reception center. This position will work 8-5, Monday through Friday with holidays off.

State Hospital South was established in 1886 in Blackfoot, Idaho. The hospital is currently licensed by the state to serve 90 adult patients and 29 residents in the Syringa Chalet skilled nursing home. The hospital is accredited by the Joint Commission, which is recognized nationwide as a symbol of quality that reflects an organization’s commitment to meeting established performance standards.

The successful applicant will be required to complete a criminal history background investigation. Employment is dependent upon satisfactory results of the investigation.

Benefits

BEST RETIREMENT AVAILABLE IN THE NATION

We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit.

Other Excellent Benefits

• Excellent medical, dental and vision insurance- (full-time/30+ hours per week) employee only coverage for PPO $65/month for medical and vision & $11.80/month for dental
• 11 paid holidays a year
• Wellness programs
• An opportunity for student loan forgiveness
• Generous vacation and sick leave accrual beginning as soon as you start
• Multiple savings plans, optional 401K, and optional 457
• Paid parental leave
• Ongoing training opportunities
• And more!
• Basic life insurance for employee and family (employee covered at one times annual salary; spouse covered at $10,000; child covered at $5,000)

Example Of Duties

• Manage and oversee the activities and staff in the hospital’s Reception Center.
• Provide supportive services to the Medical Staff President and Medical Director in fulfilling the responsibilities of his/her office.
• Act as Notary Public for staff and patients.
• Coordinate treatment hospital meetings.
• Initiate Administrative and Medical Staff policies reviews and assist in making needed revisions; coordinate appropriate routing and approval process.
• Assist and support hospital administration with the needs of State Hospital South.
• Provide support and coordination for hospital committee such as; the governing body.
• Create and maintain on-call schedule for providers, including creation and review of schedules, managing changes and notification of changes.
• Manage and coordinate all Medical Staff activities and functions, including appointment, reappointment and credentialing.
• Coordinate and schedule Hospital adult admissions; maintain waitlist; resolve potential problems.
• Provide support and coordination for hospital agreements.

Minimum Qualifications

You must possess all the minimum qualifications below (including the Specialty Minimums) to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position.

Good Knowledge Of

• At least one year of work experience inserting or retrieving electronic and/or paper file materials using a subject matter or cross-reference filing system.
• Office support functions including word processing, filing, composing a variety of business documents and reception. Typically requires:
• At least one year of work experience writing and editing business correspondence using prescribed format, rules of punctuation, grammar and style.
• Researching, compiling, and summarizing data for reports. Typically requires at least one year of work experience that required that I independently research, compile, develop and summarize material/data for reports on a frequent basis.
• At least one year of work experience creating, formatting, editing, printing and storing straight text documents using a word processing software program; AND, this work experience included using word processing software to create mass mailings using mail merge functions and creating documents using columns and tables to display text and data.
• At least one year of work experience performing complex secretarial, office administration, & public relations assignments such as coordinating administrative office functions, committees, special projects, & highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; independently researching, compiling, & organizing materials for executives/manager's use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive/manager on own initiative using word processing.

Experience

• Independently solving problems/performing liaison activities in a work setting. Typically requires at least one year of work experience in a setting that required that I perform problem solving and conflict resolution with dissatisfied individuals. This experience also required that I be involved in the decision making process concerning solutions for these dissatisfied individuals.
• Coordinating activities requiring complex arrangements. Typically requires at least one year of work experience coordinating complex arrangements for at least one major activity which included two or more responsibilities such as: travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, coordinating/selecting speakers, planning meals, designing forms, publicity, and entertainment.
• Interpreting, applying and explaining complex information such as regulations, policies or services. Typically requires at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws. This experience included explaining discrepancies or having to explain to others how the information applied to their specific situations. Decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.

Experience

SPECIALTY MINIMUM REQUIREMENTS:

• Microsoft Excel. Typically requires at least one year of experience using spreadsheet software such as Microsoft Excel to create and modify electronic worksheets and design and print graphs. Includes complex data analysis using tools such as Pivot tables.
• Microsoft Word-Advanced. Typically requires experience in all of the following areas: (a) creating mass mailings using mail merge functions with Excel, Access, and Word data; (b) creating documents using columns and tables to display text and data; (c) experience creating and using documents that requires changes be tracked and commented and that incorporate graphics, tables and charts; (d) experience converting or transferring data from different software programs; AND (e) experience creating and running macros.
• Taking Minutes. Typically requires six (6) or more months’ experience where you were required to take minutes following established standards on a frequent or reoccurring basis.
• Composing Documents. Typically requires at least two years of work experience composing official correspondence, reports, research papers and other complex documents for an administrator, director, or member of senior staff.
• Public Relations. Typically requires at least two years of work experience providing administrative support to an administrator, director, or senior staff member to include such duties as coordinating administrative committees; handling communications dealing with highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; independently handling complaints and resolving complex issues; and receiving inquiries and determining priorities for an administrator, director or senior staff member.

Good Knowledge Of

• Organizational Awareness. Typically requires at least two years of full-time work experience requiring me to be very knowledgeable of the activities/mission of the various work units within my organization AND I frequently had need to contact and coordinate with many of those work units in order to perform my job.
• Legal Terminology. Typically requires successful completion of college level coursework (equivalent to 2 semesters) covering introduction to and understanding of legal terminology, legal procedures and legal ethics; OR, one (1) year of experience working full time as a secretary in a law office performing work relating directly to these three areas.
• Teamwork. Typically requires at least two years of work experience in which I served as an active team member on several long-term projects each lasting two or more months with members outside my normal work unit.

Learn About a Career With DHW

• PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 11:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.

If You Have Questions, Please Contact Us At
Email is the quickest way to get an answer to your questions.
(answered Monday through Friday during business hours MST)
EMAIL: [email protected]
PHONE: (208) 334-0681
EEO/ADA/Veteran
The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.
The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].
Preference may be given to veterans who qualify under state and federal laws and regulations.