Healthcare Administrative Secretary in Salinas, CA at HSS Inc.

Date Posted: 8/11/2017

Job Snapshot

Job Description

Administrative Secretary

Process and maintain departmental records and provide the Quality Management and administrative support functions for the Vice President and various members of the administrative staff in all areas of the Division.

*Provide administrative support to the Vice President-Healthcare Security Division.

*Provide billing support to HSS.

*Provide computer support within the Division.

*Maintain department report files.

*Produce periodic reports for clients and administration.

*Maintain supplies of report forms.

*Integrate Incident Reports into database.

*Maintain Officer and Leadership PRIDE programs.

*Maintain Master Training Schedule - Assistant Director Crime Prevention and Training

*Assist HSD administration with classroom training.

*Enforce HSS policies, procedures, and regulations relating to NRA.

*Ensure applicable paperwork is properly documented.

*Analyze department functions and make suggestions, recommendations, and/or changes when appropriate to increase effectiveness and productivity.

*Other duties as assigned.



Education

High School or General Education Degree required. Prefer Associate of Arts/Science Degree or Bachelor's Degree.



Experience

Healthcare security and/or business background preferred.



Skills

Computer knowledge and clerical skills, communicate verbal instructions clearly, detail oriented personality, type 50 words per minute error free, be proficient in the use of word processing, spreadsheet and database software, ability to file manual information accurately.

Requirements Ability to interface with various areas and coordinate activities, sit 80% of the time, deal with fast-paced workflow, prioritize simultaneous tasks.



Reports to Vice President-Healthcare Security Division



Criteria

Perform various administrative duties such as create graphs, prepare mail for pick-up, make reservations, compile material into binders, arrange meetings, arrange conference calls, and make copies



Create and distribute Overtime Report and Graph, Banned Personnel Report, Client Survey Results.

Maintain chronological database with attendance, license, training, performance-related, and termination entries.

Create and distribute Monthly Activity Summary, Quarterly Activity Summary, and system required report cards.

Order forms for Security Incident Reports, Security Condition Reports, Supplemental Reports, Security Incident Report Drafts, and Safe Parking Violations, maintain supply, and forward to appropriate personnel.

Compose new forms as needed.

Process email files and faxed sheets from facilities, forward appropriate data to Dispatchers for entering into files, integrate entered data into permanent network database.

Officer PRIDE program: Apply PRIDE plan guidelines, assign appropriate PRIDE points, periodically run crystal report of PRIDE point standings, and report of awards given, compare findings, determine award eligibility, print appropriate certificates, obtain appropriate award, distribute award, and make chronological entry of award. Also, maintain PRIDE card display box and submit entries for inclusion in the RAP Newsletter. Leadership PRIDE program: maintain record of approved leadership PRIDE points, print certificates when appropriate, and distribute awards when appropriate.

Enroll students in classes; order and assign study books to students; maintain testing material and course evaluation sheets; order lunch for students and instructors; assist in conducting testing; grade tests; maintain supply of test material, certificates, and lapel pins; make chronological entry of class completion; and distribute appropriate certificate and lapel pin to student.

Enroll students in NRA class, maintain database of eligible employees for carrying firearms while on duty, and coordinate subsequent qualification and training.

Ensure applicable paperwork is properly documented.

Constantly vigilant to streamline, standardize, and consolidate processes and methods and procedures.



HSS will consider all qualified applicants without regard to race, color, religion, sex, national origin or any other status protected by law.


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