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Receptionist/Secretaries, Except Legal, Medical, and Executive

Location : Utica, NY
Job Type : Temp/Contract
Reference Code : AS3-OMH-404
Start Date : 02/24/2020
End Date : 02/23/2022
Hours : Full Time
Travel : No
Relocation : No

Job Description :
This position will provide close support to a hospital director.  The position will be asked to handle a wide variety of roles and to complete time sensitive tasks on time without errors.  This position may be required to take dictation notes.  Importantly, this position would be expected to work independently with minimal supervisory instruction.

 



  • Answers telephone and gives information to callers, takes messages and transfers calls to appropriate individuals.

  • Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.

  • Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.

  • Tracks and coordinates assignments.

  • Sets up and manages paper and electronic filing systems.

  • Uses various information technology applications such as email, database, spreadsheets and word processing applications.

  • Operates office equipment such as printers, scanners, and copier;s and arranges for repairs when equipment malfunctions. 

  • Creates, maintains, and enters information into spreadsheets and databases. 

  • Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors. 

  • Coordinates conferences, meetings, or special events, such as luncheons, or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff. 

  • Completes forms in accordance with agency procedures.

  • Makes copies of various documents, places them in proper files, and distributes them to appropriate staff. 

  • Locates and attaches appropriate files to incoming correspondence requiring replies. 

  • Composes, types, and distribute meeting notes, correspondence, and reports. 

  • Provides services to customers, such as order placement or account information. 

  • Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions. 

  • Searches for information using various sources including the internet. 

  • Manages projects or contributes to committee or team work.

  • Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.

  • Order and distributes supplies.

  • Creates conference or event materials such as flyers or invitations. 

  • Establishes work procedures or schedules and keeps track of the daily work of clerical staff.

  • May supervise other clerical staff and provide training and orientation to new staff.

  • May take meeting minutes, and/or prepare material from dictation.


Required Qualifications :

Promotion:



  • One (1) year of service in a clerical title allocated to grade six (6) and above.

  • Completion of two-year traineeship.

    • Traineeship requires taking eight courses in the following competencies:

      • Professionalism and Self-Management.

      • Verbal and Written Communication.

      • Interpersonal and Customer Relations.

      • Computer Skills and Technology. 



    • It must include instruction in each of the following topics:

      • Office organization and management.

      • Business writing.

      • Customer service.

      • Microsoft word basics.





  • One (1) year of service as an Administrative Assistant.


Non-competitive:



  • High school diploma or high school equivalency diploma.

  • Two (2) years of experience in administrative support, which includes use of office software (e.g. mail, word processing), provision of customer service, business writing, and management of an office.

  •  High school diploma or high school equivalency diploma.

  • Three (3) years of experience in administrative support, which includes use of office software (e.g. email, word processing), provision of customer service, business writing and management of an office. 


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