Miami, FL Full-Time Pathology OperationsSummaryThe Administrative Secretary 1 performs duties for the assigned department. This position acts in a confidential capacity to assist or aid the Director, Associate Director, or Manager in the department. The position will have a significant role in processing confidential information used in labor relations, including employee discipline, bargaining and employee dispute resolutions. This position reports to department management.The incumbent may attend management meetings and may be involved directly or indirectly around confidential management decisionsResponsibilitiesPerforms executive duties: makes manages calendar; manages supervisor's itinerary and makes travel and hotel arrangements, as required.Arranges for conferences and distributes agenda; takes minutes or summary notes and types and distributes reports of proceedings.Regularly, transcribes dictation regarding legal matters, employee relations, labor relations, and financial matters.Manages mail; maintains control of correspondence flow through the office.Insures that deadlines are met and that all information is correctly.Composes correspondence or selects appropriate reply formatsPlans, assigns and reviews the work of subordinate clerical employees.Provides training in divisional procedures and methods; assists clerical employees within the division as questions arise concerning established procedures.Assesses and summarizes material from files and other sources; cross references data and locates information requested from general instructions by supervisor.Keeps various activity and production records; prepares various activity reports, requisitions, work orders and personnel forms; authorizes expenditures from petty cash funds; requisitions office supplies; manages and performs calculations for budget requests.Demonstrates considerable knowledge of departmental operations including: policies, procedures, regulations, organization and work flow.Demonstrates knowledge of executive protocol and appropriate etiquette in conducting activities with responsible County and other officials.Demonstrates knowledge and understanding of the structure and function of various departments.Establishes and maintains effective working relationships with subordinates, peers, superiors and various executive officials.Expresses ideas clearly and concisely, verbally and in writing.Researches and develops information from a variety of sources.Performs all other related job duties as assigned.ExperienceGenerally requires 1 to 3 years of related experience.EducationHigh school diploma is required.SkillAbility to analyze, organize and prioritize work accurately while meeting multiple deadlines. Ability to communicate effectively in both oral and written form. Ability to handle difficult and stressful situations with critical thinking and professional composure. Ability to understand and follow instructions. Ability to exercise sound and independent judgment. Knowledge and skill in use of job appropriate technology and software applications.CredentialsValid license or certification is required as needed, based on the job or specialty.Unit Specific CredentialWorking ConditionsPhysical Requirements - Job function is sedentary in nature and requires sitting for extended periods of time. Function may require frequent standing or walking. Must be able to lift or carry objects weighing up to 20 pounds. Jobs in this group are required to have close visual acuity to perform activities such as: extended use of computers, preparing and analyzing data and analytics, and other components of a typical office environment. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).Environmental Conditions - Jobs in this group are required to function in a fast paced environment with occasional high pressure or emergent and stressful situations. Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public. Function is subject to inside environmental conditions, with occasional outdoor exposures. Possible exposure to various environments such as: communicable diseases, toxic substances, medicinal preparations and other conditions common to a hospital and medical office environment. May wear Personal Protective Equipment (PPE) such as gloves or a mask when exposed to hospital environment outside of office. Reasonable accommodations can be made to enable people with disabilities to perform the described essential functions. Additional information and provision requests for reasonable accommodation will be provided by the home unit/department in collaboration with the Reasonable Accommodations Committee (RAC).
