Secretary Iii - Dietary Services - Full Time/Days - Req# 1929685725

Brief Description

Job Objective:

Under the management of the Director of Dietary Services, performs a wide variety of duties requiring a high degree of accuracy and independent initiative in providing technical and secretarial assistance in planning, organizing, and controlling the flow of work in order to accomplish the objectives of the department in an expeditious manner. The secretary will work together with the employees of the department to provide optimal environmental services to the patients, visitors, and staff to ensure the healing and well-being of each individual. The secretary will perform any other related tasks as assigned.

Duties and Responsibilities:

• Maintains department Bulletin Board with authorized hospital information that is current.
• Verify CBoard/Payroll charges for accuracy weekly and make necessary corrections, if needed.
• Prepares data for weekly, bi-weekly QPMRS reports, End of Month Close Out reports in an accurate and timely manner.
• Provides clerical and administrative assistance in updating policies/procedures, job descriptions, various schedules, ledgers, training schedules, recording of meetings, menus, floor stock and inventory forms.
• Verifies daily cash receipts of money turned in against Cashier's Daily Work Sheet, and accurately records on Cash ledger; reports variances to Director.
• Maintains Patient Late Tray ledger, Charges ledger, Customer Count ledger and Employee In-Service record sheets.
• Maintains departmental file system in a complete, accurate, and orderly fashion using confidential practices at all times.
• Answers and places telephone calls, makes appointments, and conducts telephone surveys as directed.
• Prioritizes work daily to insure objectives are met in an expeditious manner.
• Orders office supplies, and distributes mail to appropriate locations.
• Once each day, Monday – Friday, collects cash envelopes from prior day counts, verifies and Security delivers them to Accounting Department, obtaining receipt for revenue turned in.
• Prepares and maintains personnel folders for newly hired employees.
• Encode employee badges.
• Updates Disaster Call Back List, and Vendor List according to procedure.

Non-Essential Duties:

• Assist with other duties as assigned.
• Waters plants in hallway weekly.
• Orders uniform for new employees and monitors weekly invoice.
• Assist with calling in food orders for catered special events, as
• Records daily cafeteria menu on telephone for use by hospital staff.

Knowledge, Skills and Abilities:

Knowledge

• Must have knowledge of computer programs such as: MS Word, MS Excel, Publisher.

Skills

• Accurately types 50 words per minute.
• Must show good judgment and reliability.

Abilities

• Able to use Computer related to duties.
• Must be able to speak, read, write and understand English.
• Able to evaluate and interpret statistical data.

AVMC Values: All AVMC employees will effectively demonstrate these values:

• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.

Management Competencies:

All AVMC management (Supervisor, Manager, and Assistant Director) will effectively demonstrate these behaviors:

• Timely Decision Making
• Problem Solving
• Fairness to Direct Reports
• Process Management
• Conflict Management
• Hiring & Staffing
• Developing Direct Reports

Leadership Competencies:

All AVMC Leadership (Executive Director, Vice President, and CEO) will effectively demonstrate these behaviors:

• Dealing w/ Ambiguity
• Perseverance
• Organizational Agility
• Drive for Results
• Interpersonal Savvy
• Strategic Agility

Education and Experience:

Education

• High School Diploma required.

Experience

• Over two years of prior experience.

Required Licensure and/or Certifications:

• None

AVMC Conduct/Compliance Expectations:

• Ability to interpret and function under hospital and department policies and procedures.
• Conforms with required and appropriate accreditation and regulatory requirements.
• Ability to adhere to safety rules and regulations.
• Safely and effectively uses all equipment necessary to carry out duties.
• Ability to adhere to the department dress code.
• Display a willingness to work as a team player.
• Ability to adhere with AVMC Paid Time Off (PTO) Policy.
• Ability to give and support the highest level of patient/customer satisfaction at all times.
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct.
• Ability to participate effectively in department and hospital staff education.
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVMC.
• Conforms with and supports hospital quality assurance and improvement guidelines.
• Ability to adhere with AVMC Leaves of Absence Policy.
• Ability to organize work and establish priorities.
• Supports and adheres to the values and mission statement established by the AVMC Board of Directors.
• Ability to maintain the confidentiality of patient, hospital and department information.
• Ability to adhere with AVMC Attendance and Punctuality Policy.
• Skill and ability to follow the telephone etiquette/standards.
• Ability to expand on own initiative in performance of duties.
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff.
• Ability to function effectively under pressure and meet time parameters.

Physical Requirements and Working Conditions:

• Frequent lifting up to 10 lbs., occasional lifting up to 25 lbs.
• Work usually performed in a normal office environment using standard office equipment.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Requirements

Education

• High School Diploma required.

Experience

• Over two years of prior experience.