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Administrative Secretary

Job ID: 950422
Facility: Vidant Beaufort Hospital
Location: Washington, NC
FT/PT: Full-Time
Reg/Temp: Regular
Date Posted: May 14, 2021

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Job Description

Vidant Health

About Vidant Beaufort Hospital

Vidant Beaufort Hospital, located in Washington, North Carolina, is a 142-bed not-for-profit hospital offering acute care services and a broad range of inpatient and outpatient services in the region. Progressive healthcare facilities combined with personal, hometown compassionate care ensure that patients in Beaufort and surrounding counties have access to an exceptional level of care. The hospital provides access to advanced treatments and technology in the areas of general surgery, orthopedics, gastroenterology, and rheumatology. Vidant Beaufort offers a full array of state-of-the-art diagnostic testing.

Position Summary

The Administrative Secretary acts as a personal secretary to a chairman of a department or to an Administrator with responsibility over multiple cost centers. Handles communications and acts as receptionist. Types and processes various materials. Performs office/administrative duties.
May coordinate/direct duties and activities of various lower level clerical positions. Performs other duties as assigned.


Assists and anticipates Administrator's needs; gathers records and other information that might be needed; keeps track of supervisor's schedules and maintains calendar; makes arrangements and/or preparations for conferences, travel, special events or other business activities; reads and determines dispositions of incoming correspondence, reports, and other information for four cost centers; keeps track of travel and other expenditures; compiles or abstracts data for reports, summaries, budget records, etc.; orders office supplies; composes routine correspondence; maintains confidential records and files; maintains or is responsible for maintenance of office files; may occasionally transcribe data.
Answers telephone, refers, holds, routes or places calls; greets and assists visitors, students or clients; answers questions and provides advice, policy or procedural information; gives directions; issues reminders and messages for scheduled events, activities, etc.; sends, routes or relays information to proper person or departments; receives, holds or routes mail, merchandise or other deliveries; obtains signatures or approvals as necessary.
Takes dictation and transcribes from notes or equipment on typewriter and or computer; types reports, memos, correspondence, records, academic manuscripts, etc.; types statistical materials; checks forms and correspondence for inaccuracies in grammar, spelling and punctuation; prepares files and assembles materials; files and retrieves information; makes copies.
May coordinate work flow and disseminate information; maintains inventory; during the budgeting process assists in calculating various costs of budgeted items; maintains budget information; assembles budget data and points out budget variances; may correct and/or balance items on accounts; may compile patient charge information; checks figures and forms for accuracy; compiles reports; orders office equipment and supplies; prepares forms and records of a confidential nature; communicates maintenance needs; provides policy or procedure information; may schedule and greet patients.
May coordinate direct duties and activities of lower level clerical positions; may participate in the annual evaluation/review process.
Demonstrates appropriate, caring behavior in the workplace and treating patients, their families, visitors and staff with respect and dignity.
Performs other duties as assigned.
Maintains confidentiality of medical records and complies with all applicable state and federal regulations, including, but not limited to, HIPAA and HITECH

Minimum Requirements

High School plus less than 1 year of formal training or education in Secretarial Sciences, Business or Accounting required. Computer skills to include Word and Excel.

More than 2 years but less than 3 years of progressively responsible secretarial experience. One additional year of secretarialscience course work from a community or business college may be substituted for 1 year of the required experience with a maximum substituted of 2 years.

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