Location: New Hartford, NY Category: Sitrin Network Posted On: Mon Jul 22 2024 Job Description:

DEPARTMENT: Administration

POSITION: Executive Secretary

SUPERVISOR: Chief Executive Officer and VP of Long Term Care Services

PAY RATE: $17.00-$20.00 per hour commensurate with experience.

HOURS: Part time, flexible, approximately 25 hours per week.

This is a great opportunity for an experienced executive level Secretary looking for a flexible part time schedule!

Duties:

Acts as receptionist in the office of the Chief Executive Officer and VP of Long Term Care Services, answering telephone calls and receiving visitors. Determines the nature of business and either supplies information, answers questions of a routine nature, or refers caller or visitor, as appropriate.

Acts on own initiative or from brief verbal instructions in preparing replies to correspondence such as letters, memoranda, etc., insuring correct business format, grammar, spelling, punctuation, etc.

Obtains required information from office files, other personnel or offices in the facility as required.

Receives incoming mail and correspondence for the Chief Executive Officer and VP of Long Term Care Services. Pulls pertinent or referenced material from files and attaches to correspondence whenever necessary. Handles all outgoing mail as required.

Supervises all in-patient receptionists including all training, day-to-day work assignments/flow, interviewing and recommending of hiring/terminating, completion of performance evaluations, maintaining schedule and time cards, and handling of any problems that arise on a daily basis.

Required to act as receptionist at reception desk when necessary.

Responsible for all aspects of the gift shop.

Maintains library for the Chief Executive Officer and VP of Long Term Care Services, which contains assorted books.

Maintains Health Department Memoranda in a neat and orderly manner. Sends Leading Age of New York memos via email to appropriate department heads.

Acts as the facilities HCS Coordinator obtaining Dear Administrator Letters by checking site once a week and distributing new material to Chief Executive Officer and VP of Long-Term Care Services.

Maintains a file of all most frequently used telephone numbers, including home telephone numbers of Department Heads.

Takes and types minutes at Leadership and Resident Council meetings then distributes to necessary staff.

Types and distributes the rehab manager's meeting minutes in a timely fashion.

Sends notices for the finance committee meetings and files meeting minutes accordingly.

Types, in draft form and final format, all policies and procedures and job descriptions for all disciplines. Responsible for all policies and procedures including typing, copying, and organizing of all department's books and ensuring they are put on Intranet.

Type's correspondence and material of other departments when other secretaries are unavailable.

Keeps monthly calendar for Chief Executive Officer and VP of Long Term Care Services and schedules appointments as necessary.

Orders and secures office supplies as needed for administration offices.

Responsible for preparation of daily deposit for HCC.

Responsible for statistically reporting Dental's patient's insurance by number of appointments per month.

Responsible for maintaining all files in the office of the Chief Executive Officer and VP of Long Term Care Services.

Responsible for the scheduling of the board rooms on Microsoft Outlook.

Responsible for Employee Appreciation Days and assisting with Employee Recognition Dinner including, but not limited to: ordering food, sending out letters/notices/emails, coordinating apparel gifts for employees, collecting payments for dinner.

Responsible for reviewing, adjusting, and approving timesheets for all payroll aspects for administration staff under the VP of Long Term Care Services.

Orders replacement pagers and completes purchase orders for payment of external pagers.

Completes all routine purchase orders for postage meter, federal express, and any others needed by accounting department, Chief Executive Officer and VP of Long Term Care Services.

Supervises company credit cards, card information, as well as a copy of purchase orders of items bought with credit card. Ensures pre-approval and credit cards are secured for staff member use.

Keeps monthly calendar for VP of Long Term Care Services of leave requests of department heads.

Responsible for reviewing and adjusting all payroll aspects for administration staff under the Vice President of Long Term Care Services.

Responsible for obtaining and developing Quality Assurance audits and power point presentation.

Responsible for nursing department time and attendance warning disciplinary actions.

Assists Purchasing Director with recording and boxing up all medications being returned to Harbor Pharmacy as needed.

Responsible for completing the forms for all destroyed narcotics in Rehab and SNF houses as needed for Education and Training Department.

Responsible for completing the necessary paperwork for recertification of all CNA's licenses on a monthly basis for Education and Training Department.

Performs duties according to the highest ethical and moral standards and in adherence with the facility's corporate compliance plan and all applicable governing laws. Adheres to the facility's confidentiality statement in accessing and safeguarding protected health information (PHI) of residents and employees, as necessary to perform job duties.

Performs any other Health Care Center functions as directed by the Chief Executive Officer or the Vice President of Long Term Care Services.

Job Requirements:

Qualifications:

Associates degree in secretarial science with typing abilities of 70 words per minute, shorthand dictation/transcription skills, and knowledge of Microsoft Windows software.

Minimum of three (3) years of experience in a secretarial position, preferably at an executive level.

Ability to work independently with good oral and written communication skills.

Ability of being in charge of the office and carrying out required office duties.

Additional Information:

Charles T. Sitrin Health Care Center Inc. endeavors to make applying for a position accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact HR Department/Recruiter/Human Resources at 315-797-3114 or hr@sitrin.com.

Sitrin is an affirmative action/equal opportunity employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.