Title Administrative Secretary
Location Hopkinsville
Job Information

ADMINISTRATIVE SECRETARY, Regional Office

REPORTING/COORDINATING RELATIONSHIP: Executive Assistant

SUPERVISORY RESPONSIBILITIES: N/A

PRIMARY RESPONSIBILITIES:

(1) Serve as receptionist for the Hopkinsville Regional Office, including answering telephone, preparing and delivering mail, greeting guests, etc. Will also schedule the use of the facility for meetings, etc., and will maintain and order supplies for the Regional Office.
(2) Provide the first line “customer service” to telephone queries regarding client accounts (both first and third party), accounts payable and purchasing. Receive and screen Staff Executive Committee member’s telephone calls and provide information when executive staff is unavailable.
(3) Provide secretarial support for Executive Assistant, and Coordinator of Quality Management.
(4) Perform assigned personnel services tasks under the direction of the Director of Human Resources. Duties may include responding to applicants and distribute applications and responding to telephone requests from employees and other agencies.
(5) Provide support services for the Coordinator of Client Record Services to include data entry for all assigned programs.
(6) Maintain community drug replacement program records; perform data entry for program; communicate to Data processing any updates to the formulary so changes can be made in computer system as new information is obtained from the State. Act as liaison between Western State Hospital and regional pharmacies to include placing monthly orders for replacement drugs and sending out confirmations to pharmacies, and responding to telephone inquiries from regional pharmacies.
(7) Make travel arrangements for administrative staff as necessary/requested.
(8) Coordinate staff arrangements for attending conferences/workshops/trainings.
(9) Provide backup secretarial support for management staff.
(10) Other duties as required/assigned.

This employee must convey a positive and professional presence by phone and/or in person to all contacts.

MINIMUM QUALIFICATIONS:

1) High school graduate plus at least two years experience in an administrative/clerical position involving typing, filing, maintaining records, etc. Some receptionist experience preferred.
(2) Data processing literacy and proficiency in data entry required.
(3) Proficiency in computer applications including word processing, database, and spreadsheet software.
(4) Technical experience/interest sufficient to operate computer-related hardware, i.e., multiple printers, modem communications, etc.
(5) Two years related experience preferred.
(6) Punctuality and regular attendance are critical for this position.
(7) Must pass a Criminal Record Check.

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