Easter Seals Jobs

We are recruiting for a motivated Clerical Support Assistant IV to join our team!

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DepartmentPrimary Care Support

Job Summary

Under minimal supervision, provides secretarial and administrative support for the assigned organizational leader(s). Maintains calendars, schedules, interviews, telephone conferences, meetings, and appointments upon request. Makes travel and conference assignments. Performs clerical duties such as word processing, entering data for reports, preparing PowerPoint presentations, maintaining departmental files, and other similar duties. Attends committee/divisional meetings, takes minutes and produces minutes in draft and final form. Assists in record keeping and general operations of the office. Completes other activities as requested in order to support smooth and efficient department operations.

Essential Functions:

General Operations * Provides secretarial, clerical and research support for the assigned leader(s). * Supports the communication requirements of the department. * Maintains current knowledge of the leader's work schedules and anticipates needs for support. * Promptly notifies of high priority calls and events. * Maintains confidentiality in all aspects of client, staff, applicant, and agency information. * Promptly responds to e-mail and voicemail no later than the end of the business day. * Compiles, transcribes and distributes minutes of meetings and arrives for meetings on time and is prepared. * Follows written and verbal directions and completes assignments without unnecessary delays. * Maintains a current knowledge of payroll and related policies and procedures. * Maintains and continually develops competence with office technology. * Assists in the development and maintenance of department website. (40%) Documentation * Maintains department employee files and ensures they are up-to-date and contain all appropriate documents per HR policies. * Assists the assigned leader(s) with annual evaluations to ensure that all documents and associated trainings are done on time. * Collects and enters data in spreadsheets and databases for monthly reports.

• Prepares purchase orders and payment requests according to purchasing and accounts payable policies and procedures.
• Prepares PowerPoint presentations, graphics and charts as needed.
• Updates strategic deployment boards as directed. (25%) Scheduling
• Makes appointments as needed by the assigned leader(s).
• Schedules meetings, teleconferences, special event activities, and staff meetings.
• Arranges meetings, interviews, conferences and moves for the assigned leader(s) and other department staff upon request.
• Reserves conference rooms and makes audio-visual equipment arrangements as appropriate.
• Prepares and submits travel authorizations promptly and accurately.
• Arranges travel through internal or outside agents and prepares itinerary.
• Arranges hotel accommodations upon request.
• Arranges for the repair and maintenance of office equipment. (20%) Reception
• Acts as the point of contact for receiving information/calls from internal and external customers/service providers to maintain office equipment/supplies, maintenance, environmental services, etc. and notifies the appropriate personnel
• Promotes positive interpersonal (customer) relationships with fellow employees, physicians, patients and visitors. Treats these individuals with courtesy, dignity, empathy and respect; consistently displays courteous and respectful verbal and non-verbal communications.
• Ensures confidentiality of patient information by creating and maintaining a secure and trusting environment by not sharing informat on learned on the job, except when necessary in the performance of the job responsibilities or to improve a patient's care. (15%) Education:

High School Diploma or GED Required Work Experience:

4-6 years of related experience, which includes one year of the same type. Required Licenses:

Knowledge, Skills and Abilities:

Excellent verbal and written communication and interpersonal skills. Ability to work independently and be self-directed.