Medical Office Secretary (Hickam)

MEDICAL OFFICE SECRETARY

SUMMARY. Performs various clerical and administrative duties in support of the organization, including, but not limited to, stenography and office automation duties such as word processing, briefing charts and spreadsheets.

QUALIFICATIONS:

Mandatory knowledge and skills.

A fully qualified typist with a minimum of 70 WPM is required.

English language, correct grammar, spelling, punctuation, capitalization, and format to prepare and edit written correspondence, reports, and transcribed material.

Proficiency in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

General medical ethics, telephone etiquette, excellent communications and customer service skills.

Education. High school diploma or General Educational Development (GED) equivalency. Medical terminology and Medical Administrative Specialist Certification desired.

Experience. At least 12 months of experience as a medical secretary is required.

Work Environment/Physical Requirements. The work is primarily sedentary. However, there may be some physical demands. Requirements include prolonged walking, standing, sitting or bending.

CORE DUTIES:

Prepares and reviews a wide variety correspondence, reports, minutes, and other documents.

Proofreads/edits documents. Ensures procedural and grammatical accuracy, conformance with general policy, and factual correctness. Ensures coordination procedures are followed.

Establishes and monitors suspense dates and brings to management's attention any conflicts in schedule.

Receives telephone calls and greets visitors.

Maintains calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

Establishes, updates, and maintains office records in accordance with established procedures.

Direction of the government, requests office supplies, printing support, and related materials and or services from other MTF departments.

May be responsible for the receipt, control, logging, safekeeping, and necessary action on sensitive materials.

UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES: None.

PERFORMANCE OUTCOMES:

Prepares a wide variety of recurring and some nonrecurring correspondence, reports, minutes, and other documents.

Proofreads/edits documents. Ensures procedural and grammatical accuracy, conformance with general policy, and factual correctness. Ensures coordination procedures are followed.

Screens incoming mail and distributes to appropriate staff member; reroutes to other organizations/offices, or handles personally.

Establishes and monitors suspense dates and brings to management's attention any conflicts in schedule.

Receives telephone calls and greets visitors.

Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Maintains, purges, and disposes of office records/files in accordance with regulations and procedures.

Prepares, consolidates, submits, and maintains documents, files and records in accordance with established procedures.

At the direction of the government, requests office supplies, printing support, and related materials and or services from other MTF departments. Updates tracker or suspense files as required.

May serve as a liaison between supervisor and subordinate units. May be responsible for the receipt, control, logging, safekeeping, and necessary action on sensitive materials.

Records and transcribes stenographic notes of correspondence, reports, and similar material; telephone conversations; and office meetings and conferences.