*See total compensation information at the bottom of announcement.

The State of NH, Department of Health & Human Services, New Hampshire Hospital, has a full-time vacancy for an Executive Secretary.

Summary:

This position is assigned to work in the support services area.

Performs responsible and varied secretarial duties assisting the Administrative Supervisor in supporting and implementing NHH Nursing and Administration program areas.

Minimum Qualifications:

Education: High School diploma or high school equivalency credential. Each additional year of approved formal education may be substituted for one year of required work experience.

Experience: Three years of experience in a secretarial position including supervisory, administrative support, or office management experience.

License/Certification: None Required

Preferred Qualifications : Office management activities in a hospital setting preferred.

Special Requirements: Skilled in analyzing information for accuracy, data entry, running reports, general math, attention to detail, communication and organization.

Responsibilities:

• Compiles all Nursing Department's scheduling data in ANSOS (Automated Nurse Scheduling Office System) to create the timecards in NH First for the 350 Nursing Department employees including leave time and overtime, following the rules that govern leave time and differentials. Researches any outstanding discrepancies on nursing employee's timecards. Summarizes data, prepares reports/email, and makes recommendations to administrative staff.
• Maintains the ANSOS database by inputting new hires, completing transfers, budgeting all positions, and terminating employees, ensuring accuracy, attention to detail and timeliness in these tasks.
• Coordinates program activities and training of subordinates in ANSOS and NH First systems; answers and triages telephone calls; schedules conference rooms; transcribes committee minutes. Recommends procedural changes or alternate work methods for improved workflow of administrative staff.
• Creates change forms for personnel status changes (hires, terminations, promotions, transfers, etc...) to ensure timely updating of information in NH First for all hospital employees. Prepares submissions for System Access Checklists to the Help Desk requesting computer accounts for nursing employees to include email and access to the electronic healthcare record.
• Prepares, distributes and collects the paperwork needed to hire all hospital employees, including the initial offer letter, scheduling candidates for employee health screenings, receiving screening results and generating the final offer letter, keeping in mind appropriate orientation dates for clinical vs. non-clinical employees. Maintains the employee database for Infection Prevention and Control to include flu vaccines, immunizations, health screenings and physical capacity testing per hospital policies, procedures and standards.
• Reviews data and prepares the daily overtime mandate report used by the Nurse Coordinators and Nursing Administration for mandating employees to work overtime on the patient care units, ensuring fair and consistent application. Retrieves and compiles data from these sources for ad hoc reports and requests.
• Assists supervisors in managing expired certification reports from ANSOS for mandated training for all employees. Provides program assistance by drafting agendas and transcribing minutes. Assumes responsibility for all correspondence for transcripts from the NHH School of Nursing, which is closed.
• Answers questions concerning program policies, procedures and requirement and makes recommendations or referrals as needed.

Staff Workplace Safety Accountabilities:

Complies with established hospital and departmental policies and procedures by:

• Performing accountabilities in accordance with established policies and procedures
• Communicating with supervisors regarding issues related to workplace safety (i.e., ergonomics, body mechanics, environment, equipment etc...)
• Reporting on the job injuries to supervisor IMMEDIATELY
• Attending training programs as appropriate

Total Commitment to Quality:

Participates in the process of continuous quality improvement by supporting unit/department-based quality improvement activities. Demonstrates Commitment to customer service values in professional conduct and by promoting such values in assigned work area.

DISCLAIMER STATEMENT: The supplemental job description lists typical examples of work and is not intended to include every job duty and responsibility specific to a position. An employee may be required to perform other related duties not listed on the supplemental job description providing that such duties are characteristic of that classification.

For further information please contact Karrie Finemore, Administrative Supervisor, Karrie.K.Finemore@dhhs.nh.gov and 603-271-5404.

You may also contact Human Resources at NHH-HR@dhhs.nh.gov.

*TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

HMO or POS Medical and Prescription Drug Benefits:

The actual value of State-paid health benefits is based on the employee's union status, and employee per pay period health benefit contributions will vary depending on the type of plan selected.

Value of State's share of Employee's Retirement: 14.53% of pay

Other Benefits:

o Dental Plan at minimal cost for employees and their families ($500-$1800 value)

o Flexible Spending healthcare and childcare reimbursement accounts

o State defined benefit retirement plan and Deferred Compensation 457(b) plan

o Work/life balance flexible schedules, paid holidays and generous leave plan

o $50,000 state-paid life insurance plus additional low-cost group life insurance

o Incentive-based Wellness Program (ability to earn up to $500)

Want the specifics? Explore the Benefits of State Employment on our website:

EOE

TDD Access: Relay NH 1-800-735-2964