Administrative Assistant- IT Service Center en Health Care District of Palm Beach County
Health Care District of Palm Beach County · Palm Beach, Estados Unidos De América · Hybrid
- Junior
- Oficina en Palm Beach
This position provides moderately complex to advanced administrative support for various functions of the assigned department. Employees in this position generally perform duties as primary support for the Department Leader, and function with considerable independence in conducting and completing assigned tasks. Position provides department-specific information to Health Care District personnel.
Essential Functions:
- Performs keyboard tasks in processing department correspondence and updating and maintaining various department records, logs, reports and files.
- Responds to written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
- Generates various letters, records, reports and related documentation; makes copies of such where applicable; and, distributes to appropriate entities.
- Maintains, updates and manages department filing system, including retrieving files, records, reports and patient charts as directed.
- Reviews various forms, records, medical charts and applications as applicable to assigned department to ensure information is accurate, complete and current.
- Acts as liaison between the Department Leader, other departments, and outside agencies, as well as gathering and relaying information as needed.
- Assists other hospital personnel by relaying instructions, coordinating efficient work-flow and requesting information as needed.
- Processes, sorts and distributes incoming and outgoing mail when applicable to assigned department.
- Monitors department materials and supply inventory and orders supplies as needed
- Maintains the Department Leader and the department’s calendar. Schedules meetings, appointments, deadlines and project/program schedules as required.
- Prepares charts, logs, work tables, letters, records, forms, reports and other related documentation; makes copies of such where applicable; and distributes to appropriate entities.
- Processes invoices for approval and payment.
- Maintains a tickler system for timely review and renewal of contracts. Provides assistance with contract renewal as required.
- Assists other hospital personnel with responsibilities and adjusts work schedules to meet department needs.
- Assists in the preparation of meeting packets. Sets up meeting agendas and documentation for department meetings; takes, transcribes, copies and distributes minutes to appropriate entities.
- Attends mandatory department and hospital in-service training sessions.
- Facilitates departmental communications.
- Assists all patients, family members, physicians, visitor, and employees as needed.
- Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, manmade or natural.
Qualifications
Education:
- High School Diploma or GED required. Associate’s or Bachelor’s Degree preferred.
Experience:
- One (1) to two (2) years administrative assistance experience; office management experience preferred.
- Experience in typing, word processing, and computer spreadsheets required.
Company
The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill in gaps in access to healthcare services. This unique healthcare system covers the entire county and provides a wide range of services such as nine community health centers (Federally Qualified Health Centers) which serve everyone regardless of ability to pay; school health teams in 172 public schools; a lifesaving Trauma Hawk aeromedical helicopter program; a rural, public teaching hospital, Lakeside Medical Center; an award-winning skilled nursing center; a ground ambulance program for Health Care District patients needing a higher level of care and the county’s Trauma Agency, which ensures quality outcomes within the county’s trauma system and leads initiatives to prevent traumatic injury.
We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.
