Administrative Secretary

• Health insurance
• Dental insurance
• Life insurance
• Disability insurance
• Accidental death and dismemberment insurance
• Long-term care insurance
• Paid time Off (PTO) plan (accrued vacation and sick time)

• Jury duty leave
• Paid holidays
• Bereavement leave
• Flexible spending accounts
• 401(k) profit sharing plan
• Continuing education
• License renewal reimbursement
• On-site fitness center

General Summary:
Under general supervision and in accordance with established policies and procedures, provides administrative
and clerical support to clinic physicians and the management team. Responsibilities include preparing and
distributing reports and correspondence, answering and screening telephone calls, greeting visitors, and
coordinating appointments and meetings. The position also assists with provider credentialing activities,
including license renewals and hospital re-credentialing applications, ensuring required documentation is
completed and submitted by established deadlines. Maintains administrative records and composes routine
correspondence as needed.

Principal Duties and Responsibilities:

1. Provides administrative support to clinic physicians and management by preparing, photocopying,
distributing, and filing reports, correspondence, agendas, minutes, call schedules, and other documents.

2. Answers and screens telephone calls, records messages, and answers and/or completes routine
questions and requests when possible.

3. Greets visitors, obtains information, answers routine questions, provides assistance or directions, and
informs the necessary parties of the visitor's arrival.

4. Contacts appropriate individuals to arrange various appointments, meetings, interviews, luncheons,

reservations, place advertisements, request services, and other events as directed.

5. Assists the Administrator with department meetings by sending reminders, preparing agenda packets,
copying materials, and filing or scanning meeting documentation.

6. Sorts, dates, and distributes incoming administrative and accounting mail.

7. Creates, distributes, and updates monthly on-call schedules for designated departments.

8. Assists with the new hire process by scheduling pre-employment health appointments, initiating
background checks, scheduling orientation, and completing E-Verify documentation.

9. Provides a portion of safety and compliance training for all newly hired staff.

10. Tracks and files acknowledgment forms, performance reviews, training and/or certification completion
documents and other related HR paperwork.

11. Creates updates and maintains employment and other employment required files.

12. Completes necessary paperwork for physicians and staff when they exit employment from the

CLINIC Administrative Secretary I
JOB DESCRIPTION

organization.

13. Assists clinic staff with benefits-related questions and personnel paperwork as needed.

14. Coordinates credentialing and licensing processes for physicians and advanced practice providers
(APPs), including assisting with applications for initial and renewal of professional licenses, insurance
enrollments, and hospital privileges.

15. Obtains provider signatures, maintains copies of documentation, submits completed applications to
appropriate agencies, and monitors deadlines to ensure timely completion.

16. Tracks provider certifications such as medical licenses, Basic Life Support (BLS), and mandatory

reporting requirements; notifies of upcoming expiration dates and records updated documentation.

17. Collects and enters data into directories, databases and spreadsheet files such as addresses, license
numbers listing, expiration dates, physician continuing medical education (CME) hours, physician
curriculum vitae, expense reports, daily bulletin, feedback surveys, contracts and so forth in order to
update reports and files.

18. Coordinates Resident Orientation training. Coordinates cleaning of resident apartments when current
resident is leaving.

19. According to general guidelines, distributes building access cards and maintains up-to-date record of
same.

20. Prepares greeting cards and routine correspondence for signature and mailing according to established

guidelines.

21. Monitors office supply inventory and places orders for items requiring replenishment.

22. Responsible for proper maintenance of equipment including changing toner cartridges, adding paper,
and so forth. Contacts appropriate repair personnel as necessary.

23. Maintains strict confidentiality of personnel, provider, and organizational information.

24. Conducts special projects and studies as directed by Clinic physicians and management.

25. Actively participates in the process improvement initiatives and seeks to identify and resolve issues
through teamwork and collaboration.

26. Assists with special projects and studies as assigned by clinic physicians or management.

27. Performs other duties as assigned.

CLINIC Administrative Secretary I
JOB DESCRIPTION

Knowledge, Skills and Abilities Required:

1. Ability to read, write, comprehend and follow verbal or written instructions. Basic working-knowledge
of word processing and spreadsheet software. Ability to perform simple arithmetic calculations in order
to perform the duties described above. The knowledge, skills and abilities at this level are normally
acquired through completion of high school education plus six-twelve months of post-high school
business courses and/or a sufficient combination of work experience, training and/or education which
demonstrates possession of and competency in requisite knowledge, skills and abilities.

2. Working knowledge of Microsoft Excel and Word software.

3. Approximately six to twelve months of work-related experience necessary in order to become familiar
with Clinic physicians, personnel, and locations and to learn Clinic policies and procedures.

4. Strong interpersonal skills necessary in order to interact with Clinic and public contacts in a courteous
and tactful manner when performing the duties described above.

5. Analytical skills necessary in order to arrange appointments involving multiple participants, schedule
meetings, prioritize tasks to meet deadlines, maintain records, tabulate expenses, prepare reports, and
the like.

6. Ability to sit and concentrate and pay close attention to detail for approximately seventy-five percent of
the time when gathering, assembling, tabulating, preparing reports, and so forth.

:

Works in normal office environment where there are few, if any, physical discomforts due to dust, dirt, noise
and the like.

Reporting Relationships:
Reports to Administrator.

Administrator

The above is intended to describe the general content of and the requirements for the performance of this job. It is not to be construed as an
exhaustive statement of duties, responsibilities or requirements.

Revised 10/96
Revised 3/2008, 12/2013, 4/2015
Revised 7/2017
Revised 7/2020
Revised 3/2021
Reviewed 2/2022
Reviewed 10/2022
Revised 1/2023
Reviewed 10/2023, no chgs
Revised 3/11/2026

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CLINIC Administrative Secretary I
JOB DESCRIPTION

AND PHYSICAL DEMANDS WORKSHEET

Date: 12/2013

Job Title: Administrative Secretary Department: Administration

1. Physical Activities



Does Not Occasionally Periodically Frequently Very frequently Continuously

Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or

more)

Balancing X

Bending X

Climbing X

Crawling X

Crouching X

Kneeling X

Reading X

Sitting X

Squatting X

Standing X

Stooping X

Walking X

2. Lifting and/or Pushing and Pulling



Does Not Occasionally Periodically Frequently Very frequently Continuously

Weight Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or

more)

0-10 pounds X

10-20 pounds X

20-30 pounds X

30-60 pounds X

Over 60 pounds X

CLINIC Administrative Secretary I
JOB DESCRIPTION

3. Carrying and/or Pushing Pulling

Does Not Occasionally Periodically Frequently Very frequently Continuously

Weight Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or

more)

0-10 pounds X

10-20 pounds X

20-30 pounds X

30-60 pounds X

Over 60 pounds X

4. Visual Activity

Level Yes No Comment

Near Vision X

Far Vision X

Depth Perception X

Fine Discriminate Detail X

Color Vision X

Field of Vision X

5. Auditory Activity

Level Yes No Comment

Distinguish Sounds X

Distinguish Pitch X

Distinguish Tone X

Hear Speech X

CLINIC Administrative Secretary I
JOB DESCRIPTION

6. Sensory Activity (Touch & Smell)

Level Yes No Comment

Distinguish Hot & Cold X

Distinguish Range of X

Temperature

Distinguish Surfaces X

Fine Motor Skills to Grasp X

Manual Dexterity X Keyboarding skills

Detect Odors X

Distinguish Odors X

7. Verbal Activity

Level Yes No Comment

Make Sounds X

Form Words X

Speak Loudly X

Speak Softly X

8. Mental Activity

Does Not Occasionally Periodically Frequently Very frequently Continuously

Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or

more)

Performing X

detailed tasks
(bookkeeping,

transcribing, etc.)

Subjected to X

interruptions

Subjected to X

changing work

priorities

9. Hazardous Conditions

Does Not Occasionally Periodically Frequently Very frequently Continuously

Activity Apply (8-10%) (11-20%) (21-50%) (51-80%) (80% or

more)

Exposure to X

marked changes

in temperature &

humidity

Exposure to X

electrical shock

Exposure to X

vapor, fumes &

gases

Exposure to X

radiation

Exposure to X

infectious disease

Driving X

automotive equip.

Exposure to X

weather elements

V:\M_TEAM\HR\JOB DESCRIPTIONS\Administrative Secretary 7-2020.doc