Secretary II
Company: Alameda Health System
Location: Oakland
Posted on: January 11, 2021
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Job Description:
SummarySUMMARY: Under general supervision, performs a wide
variety of difficult to complex secretarial and clerical duties for
an Executive or Administrator; assists with various confidential
secretarial, administrative and assistant responsibilities for
Executive or Administrator and other managers and staff. Performs
related duties as required. ****Selected candidate may work at
between our Highland and Fairmont facilities.********DUTIES &
ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties
performed by employees in this classification, however, employees
may perform other related duties at an equivalent level. Not all
duties listed are necessarily performed by each individual in the
classification.1. Acts as contact/resource person for departmental
policy matters often involving application of governing laws and
regulations and acts as office automation
specialist/coordinator/troubleshooter; files documents requiring
detailed procedural knowledge; processes complaints from the
public.2. Compiles a variety of narrative and statistical reports,
locating sources of information, devising forms to secure data, and
determining proper format for finished reports; may maintain cost
records, prepare departmental budgets, and assist in maintaining
financial controls throughout the year.3. Develops and maintains
work flow and other procedures and revises procedures manuals. -4.
Handles confidential information which has not yet been made public
and normally available only to the Administrator and his/her
top-level staff; records actions to be taken on sensitive matters,
based on a thorough knowledge of the department policies; takes
responsibility for releasing information to authorized parties,
attorneys, and the press.5. Maintains an appointment calendar for
one or several Administrators, exercising considerable discretion
in committing the administrator's time or referring caller to
another appropriate source of information or service; advises
Administrators of appointments; sets up meetings, contacts
participants, reserves rooms, prepares notices and agenda and
assembles material/documents needed for such meetings.6. May be
assigned lead supervision of a clerical unit. -7. Monitors contract
services compliance with contract terms. -8. Prepares and composes
from brief instructions correspondence requiring discrimination and
judgment in the selection of data or interpretation of laws, rules,
policies, or the resolution of debatable points where mistaken
judgment may entail serious consequences.9. Prepares correspondence
and documents from Dictaphone or shorthand notes; prepares agendas
and transcribes minutes of meetings (i.e. Board or Commission); may
take dictation from an Administrator; may attend special committee
meetings and take notes; edits drafts for composition and
grammatical structure.10. Relieves Administrator of certain
administrative details by routinely and independently performing
administrative support tasks such as researching operating
problems; independently refers matters to other staff members for
research; contacts outside vendors, general public or County
representatives on matters requiring independent judgment.11.
Screens phone calls, often personally handling those originally
intended for the Administrator; provides information requiring
knowledge of an Administrator's particular area of responsibility;
answers questions that involve searching for and abstracting
technical data and detailed explanation of laws, policies, or
procedures, referring only matters requiring policy decisions to
superiors.12. Sorts, screens, prioritizes and routes mail,
attaching pertinent correspondence and other relevant data for
reference; determines in what priority material should be referred
to the Administrator's attention.QUALIFICATIONS:Education: High
School diploma or GED and successful completion of a comprehensive
secretarial training program at a Community College, or recognized
certified business school.Minimum Experience: Equivalent of one
year of experience in the class of Secretary I or an equivalent or
higher level clerical class with AHS, or the equivalent of three
years of increasingly responsible clerical experience comparable to
an AHS Secretary I classification.Required Licenses/Certifications:
CPI -Crisis Prevention Intervention Training (required for all
positions at John George Psychiatric Pavilion; and certain
positions in the Emergency Department).* Oakland, CA* Highland
General Hospital* Plant Maintenance* Full Time - Varies* Req #:
28183-18841* FTE: 1* Posted: Yesterday
Keywords: Alameda Health System, Oakland , Secretary II, Administration, Clerical , Oakland, California
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