Department Secretary Resume Example

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Jessica Claire
  • , , 100 Montgomery St. 10th Floor
  • H: (555) 432-1000
  • C:
  • Date of Birth:
  • India:
  • :
  • single:
Professional Summary

Diligent Department Secretary adept at managing a wide range of tasks simultaneously without sacrificing standards of quality or service. Offering extensive experience in administrative support along with exceptional verbal and written communication skills. Attentive and personable Dept Secretary bringing 25 years of administrative support experience in dynamic office environments. Strong work history in document management, process improvement and regulatory compliance. Commended for cultivating positive work culture by cheerfully interacting with staff and customers. Detailed Dept Secretary with advanced skills in records management. Handles incoming records, file transfers and destruction orders. Analytical and critical thinker with excellent judgment and expertise in Systoc. Outgoing and friendly receptionist delivering customer service and administrative excellence, including clerical support and public interaction. Excels in calendar management, scheduling, data-entry and database administration.

  • Records management
  • Visitor support
  • Customer relations and communications
  • Recordkeeping
  • Scheduling and calendar management
  • Database administration
  • Spreadsheet management
  • Office administration
  • Multi-line phone proficiency
  • Sorting and labeling
  • Scheduling
  • Program files maintenance
  • Administrative support
  • Customer and client relations
  • Filing and data archiving
Work History
Department Secretary, 2005 to Current
Chapters Health System Carrollwood, FL,
  • Answered telephone calls to field inquiries from clients, vendors and various other callers seeking information.
  • Drafted professional memos, letters and marketing copy to support business objectives and growth.
  • Prepared packages for shipment, pickup and courier services for prompt delivery to customers.
  • Maintained digital and physical filing systems.
  • Kept reception area clean and neat to give visitors positive first impression.
  • Prepared and proofread documentation, spreadsheets and presentations for department use.
  • Managed reception area, including greeting and directing visitors, answering telephone calls and receiving packages.
  • Received and routed business correspondence to correct departments and staff members.
  • Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
  • Received, sorted and distributed correspondence to staff members.
  • Managed office inventory by restocking supplies and placing purchase orders to maintain adequate stock levels.
  • Provided clerical support to 3000+ company employees/volunteers by copying, faxing and filing documents.
  • Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
  • Transferred and directed phone calls, guests and mail to correct staff members.
  • Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
  • Developed recordkeeping systems for employee records and company documents to optimize operations and reduce project lags.
  • Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service.
  • Entered multiple types of data into Systoc system, immunizations, physicals, worker's comp, Fit for Duty, recall information, etc. to keep records current.
  • Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
  • Updated tracking systems using Systoc, Excel, MicrosoftTeams
  • Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files.
  • Answered questions and addressed, resolved or escalated issues to management personnel to satisfy customers.
  • Provided administrative services, including phone and email correspondence, making copies and handling incoming and outgoing mail and faxes.
  • Created and updated physical records and digital files to maintain current, accurate and compliant documentation.
  • Maintained office supplies inventory by checking stock and ordering new supplies as needed.
  • Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
  • Assisted coworkers and staff members with special tasks on daily basis.
  • Offered office-wide Systoc and IRIS software support and training, including troubleshooting issues and optimizing usage.
Office Assistant, 2001 to 2005
Medpace Cincinnati, OH,
  • Delivered clerical support by efficiently handling wide range of routine and special requirements.
  • Verified accuracy of business records by consistently updating customer information.
  • Welcomed office visitors warmly and alerted staff to arrivals of scheduled appointments.
  • Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
  • Executed record filing system to improve document organization and management.
  • Interacted with customers professionally by phone, email or in-person to provide information and directed to desired staff members.
  • Scheduled, rescheduled and handled cancelled appointments for patients.
  • Maintained patient databases and updated information in alignment with HIPAA protocols.
  • Coordinated patient scheduling, check-in, check-out.
  • Located, checked in and pulled medical records for patient appointments and incomplete charts.
  • Adhered to strict HIPAA guidelines at all times to protect patient privacy.
  • Promoted office efficiency, coordinating charts, and helping patients with diverse needs.
  • Pulled charts and prepared for nurse and doctor assessment.
  • Registered new patients and updated existing patient demographics by collecting detailed patient information.
  • Protected patients' rights by maintaining confidentiality of medical, personal and financial information.
  • Comforted patients by anticipating patients' anxieties, answering patients’ questions and maintaining reception area.
  • Facilitated patient flow by notifying provider of patients' arrival, being aware of delays and communicating with patients and clinical staff.
  • Performed clerical duties, such as word processing, data entry, answering phones and filing.
Diagnostic Assistant, 1998 to 2001
Brattleboro Memorial Hospital Brattleboro, VT,
  • Delivered top-notch administrative support to office staff, promoting excellence in office operations.
  • Performed general office duties, including answering multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
  • Greeted guests in with friendliness and professionalism.
  • Transferred and directed phone calls, guests and mail to correct staff members.
  • Answered incoming calls, processed requests and relayed messages to appropriate personnel.
  • Located, checked in and pulled medical records for patient appointments and incomplete charts.
  • Handled private and confidential information in compliance with hospital policies and procedures, including HIPAA.
  • Organized patient files and streamlined operations to improve efficiency.
High School Diploma: , Expected in
Kirkwood Community College - Cedar Rapids, IA
: Medical Assisting, Expected in 08/1994
Kirkwood Community College - Cedar Rapids, IA,

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Resume Overview

School Attended
  • Kirkwood Community College
  • Kirkwood Community College
Job Titles Held:
  • Department Secretary
  • Office Assistant
  • Diagnostic Assistant
  • High School Diploma

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