Secretary Administrative Facilities

Assists directors and management staff in the organization with communication of information. Serves as the contact person for access to all department functions. Assists directors and management staff with requested special projects. Performs other duties as assigned.

Responsibilities:

• Schedules appointments, meetings, seminars and other functions for Directors/Managers.
• Coordinates various partner/agency functions as requested.
• Answers telephones, screens and directs calls appropriately.
• Transcribes, types and proofs correspondence, memos, agendas, reports, policies and notices, etc.
• Sorts, screens and distributes internal and external mail
• Orders office supplies and verifies invoices
• Organizes and maintains proper logs and files
• Provides administrative support for special projects
• Attends meetings and participates on committees as directed
• Organizes and processes facilities invoices
• Tracks Utilities and billings for the systems buildings
• Assists with CMMS program as required
• Organizes the Key system and associated paperwork
• Assists with ordering parts and supplies for the facilities department
• Assists with timecard approval
• Take the necessary actions in the absence of the manager or director as necessary

Culture of Excellence Behavior Expectations

To perform the job successfully, an individual should demonstrate the following behavior expectations:

Quality - Follows policies and procedures; adapts to and manages changes in the environment; Demonstrates accuracy and thoroughness giving attention to details; Looks for ways to improve and promote quality; Applies feedback to improve performance; Manages time and prioritizes effectively to achieve organizational goals.

Service - Responds promptly to requests for service and assistance; Follows the Mercyhealth Critical Moments of service; Meets commitments; Abides by MH confidentiality and security agreement; Shows respect and sensitivity for cultural differences; and effectively communicates information to partners; Thinks system wide regarding processes and functions.

Partnering - Shows commitment to the Mission of Mercyhealth and Culture of Excellence through all words and actions; Exhibits objectivity and openness to other's views; Demonstrates a high level of participation and engagement in day-to-day work; Gives and welcomes feedback; Generates suggestions for improving work: Embraces teamwork, supports and encourages positive change while giving value to individuals.

Cost - Conserves organization resources; Understands fiscal responsibility; Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue.

Education and Experience

High school diploma or general education degree (GED). Six years of experience and/or training in secretarial field.

Certification and Licensure

N/A

Special Physical Demands

Specific visions abilities include close vision, peripheral vision, distance vision, color vision, depth perception, and the ability to adjust focus. Ability to read, write and speak English.

Level of Supervision

N/A

Supervises

This job has no supervisory responsibilities

Benefits:

Mercyhealth offers a generous total rewards package to eligible employees including, but not limited to:

• Comprehensive Benefits Package: Mercyhealth offers a retirement plan with competitive matching contribution, comprehensive medical, dental, and vision insurance options, life and disability coverage, access to flexible spending plans, and a variety of other discounted voluntary benefit options.
• Competitive Compensation: Mercyhealth offers market competitive rates of pay and participates in various shift differential and special pay incentive programs.
• Paid Time Off: Mercyhealth offers a generous paid time off plan, which increases with milestone anniversaries, to allow employees the opportunity for a great work-life balance.
• Career Advancement: Mercyhealth offers a number of educational assistance programs and career ladders to support employees in their educational journey and advancement within Mercyhealth.
• Employee Wellbeing: Mercyhealth has a focus on wellbeing for employees across the organization and offers a number of tools and resources, such as an employer-sponsored health risk assessment and a Wellbeing mobile application, to assist employees on their wellbeing journey.
• Additional Benefits: Mercyhealth employees have access to our internal and external employee assistance programs, employee-only discount packages, paid parental and caregiver leaves, on-demand pay, special payment programs for patient services, and financial education to help with retirement planning.