Clerical Secretary

The Clerical Secretary performs a wide range of administrative and secretarial duties to support daily operations. Responsibilities include operating a multi-line telephone system, providing exceptional customer service and reception coverage, scheduling appointments, maintaining medical records, and preparing reports and correspondence. This position requires the ability to work independently, exercise sound judgment, maintain confidentiality, and take initiative in a fast-paced healthcare environment.

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate staff member or department.
• Provide professional, courteous, and informative customer service to all callers, patients, and guests.
• Receive, route, and distribute messages, correspondence, and documentation to appropriate staff members.
• Compile, maintain, and accurately document medical charts, reports, correspondence, and patient records utilizing electronic systems and software applications.
• Transmit medical records and correspondence via mail, email, fax, or other approved methods while maintaining confidentiality standards.
• Perform clerical and administrative duties including typing, proofreading, filing, scanning, faxing, copying, data entry, and record maintenance.
• Order, organize, and maintain office and clinical supply inventories.
• Schedule, confirm, reschedule, and cancel patient appointments and as necessary.
• Answer incoming telephone calls and route calls to the appropriate staff member or department.
• Ensure client calls are answered in a timely manner and that missed calls and voicemail messages are returned by the close of business whenever possible.
• Operate standard office equipment, including multi-line telephones, voicemail systems, scanners, copiers, and fax machines.
• Prepare reports, spreadsheets, correspondence, invoices, and other administrative documents using Microsoft Office applications and related software.
• Maintain organized medical records, correspondence files, and administrative filing systems.
• Prepare reception and waiting areas daily to ensure a welcoming, clean, and professional environment for patients and visitors.
• Open designated office locations by turning on lights and ensuring operational readiness.
• Report employee absences, call-offs, vacations, or other staffing shortages, as needed.
• Perform other related duties as assigned to support agency operations.

• High school diploma or equivalent required.
• Additional coursework or training in secretarial studies, business administration, accounting, or a related field preferred.
• Minimum of three (3) years of progressively responsible clerical, secretarial, administrative, or fiscal experience.