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Health Care Secretary-Confidential (#RO2040)



DEFINITION

Under administrative direction, plans, assigns, coordinates and performs difficult secretarial and clerical duties for health care administrative and professional medical staff; and does other or related work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.

CLASS CHARACTERISTICS

This is the second level supervisory class in the Health Care secretary series. An incumbent of this class functions as the secretary to the Director of Health Care Services and has supervisory and quasi-administrative responsibility over secretarial and other staff providing clerical support for a large group of health care administrators, medical staff directors, and physicians. Duties are of a sensitive and highly confidential nature and require a working knowledge of medical terminology.

TYPICAL DUTIES

  • Plans, assigns, coordinates and supervises the activities of a group of employees performing difficult medical, health care, and related secretarial, clerical, and general office work; interviews and selects employees; trains or provides for the training of employees; confers with supervisors regarding office procedures and policies.
  • Supervises and participates in the typing of a variety of confidential correspondence, reports, contracts, grants, Board Orders and Resolutions, and other materials; assures information is in proper format; independently composes and types memoranda.
  • Acts as liaison between department head, medical and other staff; interprets departmental policies; establishes and interprets rules and regulations governing the activities of the office; supervises and participates in the maintenance of systems for control of deadlines or target dates to be met by professional staff and advises accordingly.
  • Processes and maintains applications from physicians seeking privileges to practice in the Department of health Care Services.
  • Takes and transcribes minutes for a wide variety of medical staff committees, staff meetings, department management and related meetings.
  • Receives and screens calls and visitors and exercises judgment in their disposition; explains and interprets a wide variety of technical, medical, and regulatory information within the guidelines of department, State, Federal, and other regulations; refers major administrative, technical or medical questions to appropriate official or physician.
  • Supervises and participates in setting up and maintaining specialized filing systems, including indexing various records, legal, or medical documents; prepares master lists and control files; designs and implements forms and procedures in order to effectuate efficient operation.
  • Schedules appointments and meetings for superiors; maintains control of conference room scheduling; supervises and coordinates travel arrangements and reimbursement for a variety of administrative and medical staff.
  • Supervises and participates in compiling statistical information; prepares or participates in the preparation of budgets and other reports.
  • MINIMUM QUALIFICATIONS

    Experience: Four years of progressively responsible medical office, hospital, or health care secretarial work, including at least one year performing lead or supervisory secretarial functions.

    Substitution: One year of business training in an approved school or training program may be substituted for six months of the general medical office secretarial experience.

    Certificates: Possession of a valid typing certificate for 65 words per minute.

    KNOWLEDGE

    Principles and practices of modern office operation and management; principles and practices of supervision and training; basic principles of manpower planning and utilization; methods of gathering and organizing data; methods of researching and verifying information using source materials; medical record keeping principles and techniques; technical medical terminology including meanings uses and spellings; proper English grammar usage; how to set up filing systems; basic financial record keeping and budgetary principles; principles of composition of letters, reports, and other documents including centering, spacing, and formats; effective guest relations; effective public relations including telephone courtesy; typing and word processing principles and procedures; basic arithmetic computations.

    ABILITY

    Supervise and provide professional clerical support to administrative and medical staff; assign, supervise, and train others; give specific directions and instructions; interpret and explain a wide variety of technical and medical information; recognize confidential or sensitive material or situations and act accordingly; ensure operational efficiency by establishing priorities, scheduling and assigning work, and ensuring completion by deadlines; be attentive to detail and accurate; detect and correct errors; establish and maintain effective working relationships with others; work under pressure.


    CLASS: RO2040; EST: 5/25/1988;