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Department Secretary

Kaiser Permanente

Oakland, CA

Full-Time

Department Secretary

Kaiser Permanente

Oakland, CA

Full-Time

Jun 22, 2025

Administrative and Clerical

Job Description

Job Summary:

Under direct supervision, provides administrative and secretarial support to department management. Uses discretion and adheres to confidentiality requirements as directed by department/medical center policy. Recommends, develops, implements and monitors administrative processes that support the success of the department.

Essential Responsibilities:

Maintains confidential department files/records, including tracking systems for vacation, sick leave, holidays, and other personnel issues.

Prepares appropriate paperwork and resolves problems.

Collects, codes, calculate and submit department payroll.

Submits PARs and personnel requisitions for staff changes.

Prepares invoice/purchase requisitions for processing.

Compiles and maintains various departments schedules.

Composes letters and memos and designs department forms.

Act as receptionist for the department, greeting and directing visitors to the appropriate staff.

Answers or routes all incoming calls to the department, including calls of an urgent and sometimes critical nature requiring knowledge of policies and procedures.

Utilizes various computer applications in the performance of duties including, but not limited to Microsoft Office, MP-2, etc. Attends meetings, takes minutes, types and distributes agenda and minutes.

Performs other related job duties as required.

This job has no supervisory responsibilities.

Consistently supports the precepts of Corporate Compliance and Principles of Responsibility by maintaining confidentiality, protecting the assets of the organization, acting with integrity, reporting observed fraud and abuse and complying with applicable state, federal and local laws and program policies and procedures.

Basic Qualifications:

Experience

Minimum six (6) months working experience with emphasis on secretarial skills.

Education

High School Diploma/GED

License, Certification, Registration

Additional Requirements:

Excellent communication and interpersonal skills to effectively interact with a diverse group of internal and external customers.

Must be willing to work in a Labor Management Partnership environment.

Typing Speed: 45 wpm

Working knowledge of computer applications to include Windows 95/97 or Windows NT.

Ability to perform varied clerical duties requiring a high degree of independent judgment, speed and accuracy.

Other qualifications as outlined in the collective bargaining agreement.

Preferred Qualifications:

Job Summary:

Essential Responsibilities:

Maintains confidential department files/records, including tracking systems for vacation, sick leave, holidays, and other personnel issues.

Prepares appropriate paperwork and resolves problems.

Collects, codes, calculate and submit department payroll.

Submits PARs and personnel requisitions for staff changes.

Prepares invoice/purchase requisitions for processing.

Compiles and maintains various departments schedules.

Composes letters and memos and designs department forms.

Act as receptionist for the department, greeting and directing visitors to the appropriate staff.

Answers or routes all incoming calls to the department, including calls of an urgent and sometimes critical nature requiring knowledge of policies and procedures.

Utilizes various computer applications in the performance of duties including, but not limited to Microsoft Office, MP-2, etc. Attends meetings, takes minutes, types and distributes agenda and minutes.

Performs other related job duties as required.

This job has no supervisory responsibilities.

Consistently supports the precepts of Corporate Compliance and Principles of Responsibility by maintaining confidentiality, protecting the assets of the organization, acting with integrity, reporting observed fraud and abuse and complying with applicable state, federal and local laws and program policies and procedures.

Basic Qualifications:

Experience

Minimum six (6) months working experience with emphasis on secretarial skills.

Education

High School Diploma/GED

License, Certification, Registration

Additional Requirements:

Excellent communication and interpersonal skills to effectively interact with a diverse group of internal and external customers.

Must be willing to work in a Labor Management Partnership environment.

Typing Speed: 45 wpm

Working knowledge of computer applications to include Windows 95/97 or Windows NT.

Ability to perform varied clerical duties requiring a high degree of independent judgment, speed and accuracy.

Other qualifications as outlined in the collective bargaining agreement.

Preferred Qualifications:

About Kaiser Permanente

At Kaiser Permanente, we’re all focused on helping people and providing high-quality, affordable health care services and to improve the health of our members and the communities we serve. Across our organization, we’re fiercely committed to our members, our mission, our communities, and each other. We know that each part of the Kaiser Permanente team is essential to our success. Together, we are more than 235,000 dedicated professionals working to advance Kaiser Permanente’s commitment to delivering a healthier tomorrow.

Driven by our collective passion at Kaiser Permanente, we strive to make health care more innovative and compassionate. With the wellness of our patients and our communities at heart, we work to revolutionize health and care from more than 650 locations in 8 states and D.C.

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Department Secretary

Kaiser Permanente

Oakland, CA

Jun 22, 2025

Full-time

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