Clerical Assistant

Job Title:

Clerical Assistant (000299) : 1 Remaining Positions: 1 Duties:
Clerical work, including filing, data entry, reception work, schedule meetings, typing and preparing correspondence, indexing, operating office equipment (fax, computer, photocopier), and other clerical functions. 50 keystrokes per minute, Microsoft Office knowledge intermediate level. Interpersonal skills, both verbal and written. Excellent customer service skills. Performs data entry and general clerical duties. Maintains professional demeanor. Liaisons with nurses, physicians and staff.

Ability to interact with patients all day.

The Clerical Assistant will provide administrative, records management, and front desk support to ensure efficient daily operations and compliance with organizational policies and procedures.

• Prepare, organize, and scan physical personnel files into digital format in accordance with HR and record-retention standards
• Index and label documents accurately, ensuring correct employee identification and file naming conventions
• Organize scanned documents and within the correct personnel file sections (e.g., onboarding, job changes, disciplinary, benefits, licensure)
• Conduct quality assurance checks to confirm all pages are legible, complete, correctly oriented, and properly indexed
• Identify and correct misfiled, duplicate, or out-of-order documents prior to and after scanning
• Maintain confidentiality and data integrity at all times when handling sensitive employee records
• Work efficiently while maintaining a high level of accuracy and attention to detail to meet project timelines
• Maintain accurate records and ensure timely completion of routine administrative tasks.
• Provide general administrative support and coverage for the HR reception desk, as needed, including:
  • Filing, data entry, scanning, copying.
  • Answer phones; direct employees as necessary; distribute and collect various HR forms, answer employee inquiries.
  • Sort incoming mail, packages, and deliveries.
• Support special projects and department initiatives as assigned.

• Minimum of 1 year office experience.
• Demonstrated experience managing electronic and paper records, document imaging, and maintaining organized filing systems.
• Strong attention to detail with the ability to accurately process, review, and maintain confidential information in a fast-paced environment.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and work independently with minimal supervision.
• Proven ability to handle high-volume administrative responsibilities efficiently while maintaining accuracy and professionalism.
• Proficiency in operating office equipment, including scanners, copiers, multi-line telephone systems, and document management applications.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Teams) and the ability to learn new software systems quickly.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information and employee records.
• Highly organized and detail-oriented.
• Strong interpersonal and customer service skills, with the ability to professionally greet visitors, answer inquiries, and provide front desk support.
• Flexible and dependable.

High School Diploma/ GED;
Prior Human Resources experience preferred.