Office Assistant

JOB SUMMARY  

Under the general supervision of the Director of Plant Operations and the Manager of Plant Operations, the Office Assistant is responsible for supervising various work functions/tasks of the Plant Operations Department. Provides administrative support to the Plant Operations Director, Plant Operations Department, and Environment of Care Committee. Strives for superior performance by consistently providing a product or service to leadership and staff that is recognized as ultimately contributing to the patient and family experience. Recognizes and demonstrates understanding of patient and family centered care. 

PRIMARY JOB RESPONSIBILITIES  

1. Responsible for scheduling regulatory inspections for preventative maintenance, fire safety, emergency generator inspections, hazardous materials, and water treatment information.
2. Responsible for all regulatory documentation for joint commission, CMS, MIOSHA, OSHA, etc.
3. Manages various vendors for snowplowing, lawn care, fire system upgrades, equipment repair, etc. 
4. Responsible for developing schedules for maintenance staff for regular meetings. 
5. Responsible for vendor contracts; for service, preventative maintenance and leases.
6. Responsible for updating policies and procedures.
7. Responsible for existing permits and licenses. Updating elevator licenses, hospital license, heliport license, occupancy licenses, pool, etc. 
8. Prepares/approves bi-weekly payroll for Plant Operations and Grounds departments. Maintains time & attendance and payroll records.
9. Manages coordination of employee training; safety training, infection control training, boiler training, water safety training, etc. 
10. Coordinates any facility or organizational wide department or office moves with appropriate departments.
11. Assists Plant Operations Manager with coordinating repair work with vendors.
12. Responsible for coordinating weekly event set ups and/or meeting room set ups.

Administrative

1. Receives and disperses all department telephone calls, distinguishing between emergency and non-emergency calls to make sure the needs of the hospital are met internally and externally. 
2. Approves PTO requests within the department and maintains the department schedule in when to work. 
3. Responsible for typing all departmental correspondence, minutes and forms. 
4. Responsible for coding and distributing invoices for payment, ensuring vendors are up to date on payment. 
5. Prepares capital requisitions. 
6. Maintains hospital wide hazardous communication program. 
7. Responsible for certificates of medical waste renewals.
8. Coordinator of the EOC committee – prepares minutes, schedules meetings, prepares yearly EOC plans to present to the board for approval, and maintains records required to be compliant. 
9. Active member of the Water Management team- prepares minutes, schedules meetings, prepares agendas, and makes changes to water management plan if needed. 
10. Assists in new employee department training/onboarding. 
11. Assists with the Net Facilities program in the absence of the Plant Operations Manager.
12. Responsible for ensuring completion of all vetting paperwork for appropriate contractors/vendors. Sends packets to the Talent Management and Employee Health Departments for review.
13. Demonstrates knowledge of, and supports, hospital mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, corporate compliance plan, customer service standards and the code of ethical behavior. 
14. Other duties as assigned. 

JOB SPECIFICATIONS  

EDUCATION 

1. High school graduate or equivalent. 
2. Classes/training in typing/keyboarding, basic computer skills, grammar, etc. 

EXPERIENCE

1. Computer and clerical experience required. 
2. Must be proficient in basic math skills, typing and computer knowledge. 
3. Five years of plant operation, and construction management experience required.   

ESSENTIAL PHYSICAL ABILITIES/MOTOR SKILLS

 

These physical requirements are not exhaustive and additional job-related physical requirements may be added on an as needed basis. Corrective devices may be used to meet physical requirements. 

1. Sedentary Work: Frequently required to stand, kneel and crouch. On a daily basis may be required to move about, sit, climb stairs and bend. Is frequently required to lift and carry up to 20 lbs. May be required to push/pull/carry items between 20-100 lbs. 
2. Vision: Requires the ability to perceive the nature of objects by the eye. Near acuity: Clarity of vision at 20 inches or less. Midrange Acuity: Clarity of vision at distances of more than 20 inches and less than 20 feet. 
3. Motor Coordination: While performing the duties of the job, it is required to regularly perform functions that include using hand and finger movement, handle or feel objects, be able to use tools or equipment that requires reaching with hands and arms. Must be able to travel independently throughout the hospital; access patients/families including areas confined by space and/or equipment. 
4. Speaking/Hearing: Ability to give and receive information through speaking and listening. 

 

ESSENTIAL TECHNICAL ABILITIES 

 

1. Must be able to use hospital computers, create, send and retrieve data from hospital information systems; use telephone, fax, scan, and other basic office equipment. 
2. Small motor skills required for operating modern computer, office, telephone equipment as utilized by Memorial Healthcare. 
3. Must be able to travel as needed for work related functions. 
4. Must be able to sit and stand for long periods of time and be able to move to patient care areas when needed. Must be proficient in Microsoft Word, Power Point and Excel. 
5. Must be able to travel independently within the hospital and Memorial healthcare facilities. 
6. Must be able to track labor, materials, and FICA for capital construction projects in an excel spreadsheet. 

ESSENTIAL MENTAL ABILITIES 

1. Ability to understand relationship between preventative maintenance program, work order program, utilities management program and the equipment management program. 
2. Must be able to maintain organized records/files. 
3. Ability to adapt and maintain focus in fast paced, quickly changing or stressful situations. 
4. Ability to read and interpret a variety of documents including, but not limited to policies, operating instructions, white papers, regulations, rules, laws and codes. 

 

ESSENTIAL SENSORY REQUIREMENTS 

1. Able to see for the purpose of reading information received in formats including but not limited to paper, computer, reports, bulletins, updates, manuals. 
2. Able to hear for work-related purposes. 

INTERPERSONAL SKILLS 

1. Ability to interact with co-workers, hospital staff, administration, patients, physicians, the public and all internal and external customers in a professional and effective, courteous and tactful manner, at all times, physically, verbally and in all written and electronic communication. 
2. Required to remain calm when adversity is encountered. 
3. Open, honest, and tactful communication skills. 
4. Ability to work as a team member in all activities. 

Positive, cooperative and motivated attitude.