Executive Secretary

*Position Description* *Executive Secretary* *Reports To*: Chief Executive Officer *Prepared By*: Human Resources *FLSA Status*: FT, Non-Exempt *Salary Grade*: TR 7 step 2 to TR 7 step 7 *Revised Date*: March 31, 2014 *Board Approval:* April 2, 2014 *Position Summary*: Working closely with and reporting directly to the Chief Executive Officer, the Executive Secretary functions to ensure that all executive-level clerical, administrative support and administrative operations responsibilities are coordinated and accomplished in a timely manner.
In addition, the Executive Secretary coordinates and delegates items in order to assist the human resources function with records management, recruitment, and other related duties.
As a critical member of the administrative team, the Executive Secretary must exhibit high levels of trust, confidentiality, discretion, judgment, organization skills, and multi-tasking abilities.
*Essential Duties and Responsibilities*: *a)* Schedules and coordinates a wide variety of meetings, including making reservations for meeting rooms and notifying meeting participants.
*b)* Attends and participates in Staff meetings, Department Heads meetings, Strategic Planning meetings, Board of Directors meetings, etc.
Prepares draft agendas, takes meetings notes, and distributes meeting minutes within reasonable timeframes.
*c)* Maintains updated binders of meeting minutes, grant information, critical correspondence, and other information for easy access by the Chief Executive Officer and the Board of Directors.
*d)* Maintains, coordinates and updates appointment schedules and planning calendars for the Chief Executive Officer and the Board of Directors, including information regarding the beginning and expiration/due dates for grants, contracts, and audits.
*e)* Types and prepares a wide variety of correspondences, reports, manuals, charts, tables.
*f)* Coordinates the screening of calls and visitors for the Chief Executive Officer, referring them to the appropriate staff or directly to the Chief Executive Officer if personal attention is required.
*g)* Manages requests for information and resolves or assists in resolving a variety of complaints made by employees, patients, and their families.
*h)* Manages all incoming correspondence to the Chief Executive Officer and Board of Directors, determining proper action and at times, preparing responses before referring to the Chief Executive Officer or Board of Directors.
*i)* Reviews outgoing correspondence and reports, ensuring accuracy, proper format, correct grammar, and verifies that any associated attachments or other factual information has been coordinated and completed.
*j)* Assists in the processes of gathering information for grants and audits, and provides compiled reports and/or documents to the proper parties within assigned deadlines.
*k)* Coordinates recruitment ads; places ads in a timely manner; coordinates orientation schedules for new employees.
*l)* Contributes to interview schedules and questioning protocols (including questions specific to each position and individual rating forms) for positions interviewed by Board of Directors.
*m)* Assists the Human Resources Department in coordinating Employee recognition programs.
*n)* Chairs and/or participates in employee activities committees such as TRIHCI’s Open House, Christmas Party, Health Fair, etc, promoting teamwork and helping to keep functions within allocated budgets.
*o)* In coordination with Managers and Directors, types and updates TRIHCI’s Policies and Procedures Manual, ensuring that mid-year policy provisions are properly communicated and archived in department manuals on yellow paper, signed by the Board of Directors Secretary.
*p)* Actively participates in annual Board of Directors elections and prepares Orientation Packages for new Board of Directors members.
*q)* Assists other departments with typing, research, scheduling, and other related needs.
*r)* Ensures incoming phone calls are appropriately answered and routed in a timely and efficient manner.
*s)* Manages assigned projects within all designated guidelines.
*Additional Responsibilities may include*: *a)* Participates in all required staff meetings.
*b)* Performs general office duties or other related responsibilities as needed and assigned.
*Qualifications*: _To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed here are representative of the knowledge, skills, and/or abilities required.
In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_ *Knowledge, Skills, and Abilities* *1)* Ability to consistently exercise discretion and independent judgment.
*2)* Possess strong organization competencies, particularly in the areas of records management, scheduling, and organizational correspondence.
*3)* Demonstrate excellent interpersonal skills and the ability to interact effectively with a wide variety of individuals.
*4)* Demonstrate excellent oral and written communication skills, including a working knowledge of grammar, spelling, punctuation, and appropriate business document formatting.
*5)* Must have the ability to work under pressure in dealing with multiple tasks and constant deadlines, while maintaining attention to detail and accuracy.
*6)* Must have good communication skills and be able to effectively communicate with diverse populations.
*7)* Demonstrate the ability to work independently in carrying out assignments while remaining reliable and dependable.
*8) *Possess strong computer operation knowledge (word processing software, advance graphics software, desktop publishing, and typing), and demonstrate a working knowledge of routine office hardware and equipment (e.
g.
printers, copiers, fax machines, etc.
).
*9) *Must demonstrate the ability to maintain accurate records and prepare clear and accurate reports for informational, auditing, and operational use, including capacities for attention to detail and for reviewing and verifying accuracy of data.
*10) *Possess the ability to organize and follow one’s own work schedule (i.
e.
setting priorities, being available during work hours, and meeting critical deadlines).
*11) *Possess the ability to perform well in group problem-solving situations and use reason even when dealing with highly emotional topics.
*12) *Possess the ability to become knowledgeable of health needs and services provided to the Indian community both on and near the reservation.
*13) *Demonstrate the competency and integrity to maintain the confidentiality of organizational, employee, and client records.
*Supervisory duties:* The Executive Secretary has no supervisory duties.
*Education and/or Experience* An Associates’ Degree in Business, Management or other related field, AND at least 3 years experience as an executive level administrative assistant or office manager.
An equivalent combination of education and experience may be considered in lieu of a degree.
The Human Resources department and Chief Executive Officer will determine what is equivalent.
*Certificates, Licenses, Registrations* A current California driver’s license and a good driving record are required for this position.
*Preferred Qualifications and Contingencies* A Bachelor’s degree in business administration, management, organizational management, or a related area is preferred.
Six (6) to eight (8) years progressive experience in an office management and/or coordination role, with four (4) to six (6) years as an Executive Administrative Assistant, is also preferred.
TRIHCI maintains a drug and alcohol free workplace, with all offers of employment being contingent upon the successful completion of a criminal background check, a post-offer drug test and physical, and verification of each candidate’s right to work in the United States.
*Physical Work Environment*: _The description provided here is representative of those conditions in which the Executive Secretary_ _will be required to perform the essential functions of this position.
As stated earlier, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
_ While performing the duties of this position, the Executive Secretary is situated in a standard office environment within the health center, where there is little or no exposure to variations in the weather or other similar elements.
The Executive Secretary will move throughout the health center to meet with supervisors and co-workers, but maintains limited direct patient/client contact.
Consequently, the Executive Secretary must: Possess the mobility to work in a standard office setting (i.
e.
walk, stand, or sit for extended periods of time); Posses the ability to use standard office equipment to write, type, copy, fax, or perform other duties; Possess the strength to lift and carry supplies weighing up to 10 lbs repeatedly and up to 25 lbs.
intermittently; Possess the visual acuity to read printed materials and a computer screen; and Demonstrate hearing and speech capabilities that allow him/her to communicate in person and over the telephone as required.
The clinical setting at TRIHCI is categorized by OSHA as a Blood-borne Pathogen facility.
Consequently, there exists the potential for exposure to blood, body fluid/tissue, and infectious wastes.
There also exists the potential for exposure to chemicals, biologicals, and toxicants found on-site.
Job Types: Full-time, Contract Pay: From $20.
00 per hour Benefits: * 401(k) * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Vision insurance Schedule: * 8 hour shift * Monday to Friday Experience: * Microsoft Powerpoint: 1 year (Preferred) * Microsoft Excel: 1 year (Required) Work Location: In person