Secretary; OA

Job Title

Secretary (OA)

Duties include but not limited:

• Ensures practices and procedures used by secretaries in subordinate administrative offices and throughout the VA-AAHS are consistent with those of VA national directives and policies.
• Exercises exclusive control over the Associate Medical Center Director's appointments with complete authority for commitments of time.
• Screens all calls and visitors, answering questions, and completing business involving established policy of routine matters without making referrals to the Associate Medical Center Director, whenever possible.
• Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Associate Medical Center Director's office on a daily basis.
• Maintains a log for all action items (reports, responses to VA and outside source correspondence) to monitor the timely completion and submission of responses.
• Receives and reviews all correspondence for the Associate Medical Center Director and replies to mail not requiring the Associate Medical Center Director's attention.
• Screens all correspondence prepared for the Associate Medical Center Director's signature for clarity, completeness of reply, grammatical, and procedural correctness.
• Establishes meetings at the VA-AAHS as well as other sites in VISN 10. This includes creating agendas, notifying participants, and arranging support items (lunch, tours, special equipment, etc.). Attends, records, and distributes minutes of meetings.
• Works independently in gathering background information and preparing agendas for meetings.
• Attends meetings, prepares minutes, and ensures their timely distribution. If scheduling priorities arise and rescheduling is needed, independently notifies committee members of the changes via electronic mail.
• Prepares written documents, charts, and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format.
• Makes and maintains copies of all outgoing correspondence signed by the Associate Medical Center Director (letters, memoranda, etc.) so that as questions arise, the referenced correspondence will be available as a source of information.
• Provides technical and clerical assistance, when necessary, to the Director, Assistant Director, Chief of Staff, Associate Director of Patient Care Services, and other top management staff.

Work Schedule:

Monday-Friday, 8:00AM-4:30PM

Telework:
This position may be not authorized for telework.

Position Description/PD#:
Secretary (OA)/ PD014500

Relocation/Recruitment

Incentives:

Not Authorized

Permanent Change of Station (PCS):
Not Authorized