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The County of DuPage
Wheaton, Illinois

Job Details for 4113 - Unit Secretary

Job Description

FLSA STATUS:    Non Exempt
GRADE:    108

Under general supervision; performs work of routine difficulty maintaining resident records and providing administrative support to an assigned unit; performs related work as required.

An employee in this class is responsible for a variety of clerical tasks that provide administrative support to an assigned unit.  This position is distinguished from other clerical positions by the human relations skills necessary to communicate effectively with residents and their family members.  Work requires some knowledge of medical terminology, resident’s health conditions and long term health care regulations.  General supervision is received from the units Head Nurse.

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

•    Prepares and maintains resident charts.
•    Sorts and attaches laboratory results on residents' charts.
•    Arranges charts for doctors.
•    Distributes physician orders for various aspects of resident care to appropriate department.
•    Closes charts and routes to medical records.
•    Performs clerical duties in the admitting and discharge of residents.
•    Prepares floor charge slips.
•    Greets visitors and directs them to residents.
•    Answers telephone and intercom.
•    Takes messages and answers inquiries.
•    Maintains a wide variety of unit records, to include (e.g. advanced directives, reports, medical records, dietary restrictions, etc.)
•    Notifies relatives, business office, and kitchen of resident discharges.
•    Orders and maintains necessary supply levels on unit.
•    Keeps nursing station neat and well supplied with necessary forms.
•    Types, copies and distributes a variety of forms, schedules, assignments and summaries.
•    Sorts and delivers mail.
•    Transports residents.
•    Maintains regular attendance and punctuality.
•    Notifies appropriate Care Center staff of resident expirations.
•    Provides non-clinical assistance to residents.
•    Examines resident’s wristbands for DNR/CPR status, feeding restrictions and wander risk.
•    Inventories and maintains documentation for resident’s medical equipment (e.g. mattress, C-Pap, range of motion devices, beds, wheelchairs, walkers, etc.)

•    Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
•    Depending on assignment may maintain required emergency management training, licensure and/or certifications.
•    Performs related duties as required or assigned within job classification.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
•    Office practices and procedures as applied to a nursing or therapy department
•    Health care and medical terminology
•    Ordering and maintaining supplies for the unit.
•    Grammar, punctuation, spelling, and arithmetic
•    Current office practices, procedures, and equipment
•    County policies and procedures
•    Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
•    Keeping accurate records
•    Using computer hardware and software including word processing, spreadsheets, databases, email, etc
•    Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
•    Manage projects and multiple priorities simultaneously
•    Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
•    Plan, analyze and evaluate programs and services, operational needs and fiscal constraints
•    Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
•    Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
•    Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
•    Convey excellent oral and written communication
•    Work effectively under stress
•    Maintain confidentiality


High School Diploma or General Equivalency Diploma equivalent; two years of experience in general office work which required skilled typing; or an equivalent combination of training and experience.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment for this position regularly includes working with residents and attending to their daily needs. The noise level in the work environment is moderate to quiet.