Clerical Assistant II

Performs a variety of clerical duties such as word processing, typing, completing moderately complex forms, and maintaining records, files and systems. Coordinates meetings, answers telephone, opens mail, greets and directs visitors.

Completes, prepares and assembles a variety of moderately complex forms, charts and records as prescribed. Contacts other departments and information sources to obtain necessary information. Reviews for accuracy and completeness. Flags and locates missing information.

Performs typing and/or word processing of correspondence, documents and reports, usually from rough draft or machine dictation. Proofreads prepared materials for accuracy. Organizes workload to adhere to established deadlines and priorities.

Maintains departmental record-keeping and filing systems including records related to personnel, payroll, attendance, billing, work and purchase orders. Performs necessary calculations. Updates records and files, using manual and computerized filing systems, including spreadsheet data entry. Processes reports.

Responds to routine inquiries from departmental personnel regarding departmental services, purchase requisitions, records and other matters of a factual nature. Acts as contact person for information requested by other departments. Obtains and relays information on behalf of department staff.

Maintains departmental computer database files and data used for quality assurance and/or statistical reporting purposes. This may include obtaining, clarifying, compiling and entering information, assisting in data retrieval, and preparing and distributing reports.

Receives and responds to requests for release or verification of information. Locates, orders and retrieves requested data from files. With proper authorization, copies and routes pertinent records and information to requestors. Maintains logs of work activities.

Coordinates arrangements for meetings and special functions, including scheduling, catering, preparing materials, and follow-up activities. Under supervision, may record and prepare basic meeting minutes. Maintains calendars and schedules of supported personnel.

Answers telephone and routes calls appropriately. Takes and relays messages according to established procedures.

Opens, sorts, screens and routes incoming mail, with authority to open personal and confidential mail. Processes outgoing mail and packages.

• High school diploma or equivalent combination of education and experience. Additional formal clerical and computer training desirable.

• Familiarity with clerical support procedures, usually gained through one or more years of clerical office experience.

• Proficient with at least one word processing and one spreadsheet software package.

• Accurate typing, data entry and transcription skills. Accurate spelling and grammar, and proofreading skills. Strong attention to detail. Knowledge of medical terminology for transcription.

• Telephone skills and ability to operate office equipment such as personal computers, copiers, fax machines and printers.

• Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other organizational personnel, in order to relay and obtain information.

• Analytical skills to gather and interpret routine data, maintain moderately complex records, and compile/calculate routine billing, payroll and/or statistical figures.

• Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.

Our Commitment to Diversity and Inclusion

Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law.