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ADMINISTRATIVE SECRETARY

HealthEast Care System
St. Paul

Job Description

Responsible for providing assistance and support to the System Director, Materials Management, and Materials Management Staff.

Schedules meetings and coordinates preparation and meeting materials. Types, copies, routes correspondence, etc as directed, within established guidelines and time frames.

Maintains the Materials Management Capital Log and Lease Log to ensure that information is current and accurate. Document all capital requisitions, purchases, and invoices processed on the Capital Tracking System, per department guidelines and timeframes. Document all lease requisitions and track statuses and processes.

Establishes and maintains office files in an organized manner ensuring that information is available as needed. Files are kept current and properly labeled. Develops and keeps current procedures documenting filing system.

Coordinates and develops monthly Value Analysis Program Committee meetings. Type meeting minutes and route to appropriate Manager for final review, develop, and distribute packet for meeting.

Assists in the development of Materials Management Department Reports. Ensure that the department records are updated; reports are generated, and distributed to appropriate organizational personnel.

Demonstrates active participation in the quality improvement process. Assists in the development of objectives for the department and an action plan to accomplish the objectives.

Maintains working knowledge of office equipment and software necessary to complete assigned tasks and responsibilities.

Perform other duties as assigned.

Qualifications

Education:
High school diploma or equivalent, plus one to two years additional secretarial training.

Experience:
At least two years directly related experience or an equivalent combination of education and experience.

Special Knowledge, Skills, and Abilities:
Ability to work independently.
Excellent communication and interpersonal skills.
Advanced knowlegde of MS Office.
Excellent organizational skills.
Strong attention to detail.
Ability to coordinate and multi-task.
Excellent written communication skills.
Excellent Customer Service skills.

Schedule

Day

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