Secretary, Administrative​/Clerical

This position serves as the principal clerical and administrative support within the Executive Leadership Office located in Atlanta VAHCS by carrying out and coordinating all the clerical and day-to-day administrative support activities which are typically required to accomplish the work for Nursing & Patient Care Services. This position requires the ability to multi-task, work in a fast paced environment, and provide excellent communication and customer service.

Major duties include but are not limited to:

* Responsible for providing assistance with a variety of problems and inquiries which are received in person, telephonically, or by referral from other secretaries, receptionists or support staff in the organization.

* The position is drafts correspondence, such as routine official correspondence, social and personal acknowledgments, congratulatory letters, acceptance letters, and routine office reports.

* Performs typing on a computer keyboard wherein the work requires competitive level proficiency in typing as well as knowledge of office hardware and software systems.

* Provides clerical and administrative assistance to the Chief of Staff.

* Determines nature of call or business of visitors, if business requires the attention of technical or staff specialists, decides whether the importance of business such as to require personal attention of superiors or if the visitor should be referred to the appropriate organizational component concerned with specific subject.

* Authorized to give out administrative and technical information to callers upon determination of their right to receive it. When calls involve matters on which superiors will require background information, tactfully postpones the conversation, obtains the required information, and presents the information when informing the superiors of the pending call.

* Maintains the manager's daily calendar, making appointments and arranging conferences and meetings without specific prior approval, based on a knowledge of the manager's schedule.

* On own initiative, makes arrangements for such meetings by reserving space, setting the specific time, and contacting all personnel expected to attend.

* Performs typing on a computer keyboard wherein the work requires competitive level proficiency in typing as well as knowledge of office hardware and software systems.

* Utilizes a variety of office automation systems and various software packages to accomplish work. Assignments include text editing; file creation, maintenance, and retrieval; use of message, calendar, and suspense systems; and use of other specialized tools in support of specific functions. Utilizes knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions, and additions.

* Prepares a variety of narrative and statistical material, correspondence, reports, etc., in final form for supervisor's signature. Uses judgment in selecting spacing; arranging material; and ensuring proper punctuation, grammar, spelling, and capitalization.

* Screens all calls and visitors, answering questions and completing most business involving established policy or routine matters without referring people to the supervisor

* Serves as unit timekeeper

* Establishes and maintains all necessary files and disposes of record material in accordance with VA regulations.

* Serves as a liaison for several high level committees and prepares agendas, takes and transcribes all notes, prepares meeting minutes for signature

* Reviews all documents being routed up the Chain of Command for general conformance with policy, clarity, completeness, grammar, factual correctness, typographical accuracy and necessary attachments, calling any deviations to the attention of the writer.

* Perform other duties as assigned.

Work Schedule:

Monday - Friday, 7:30am - 4:00pm. Work Schedule is subject to change based on agency need.

Telework:
This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual:
This is not a virtual position.

Position Description/PD#:
Secretary/PD103610

Relocation/Recruitment

Incentives:

Not Authorized

Permanent Change of Station (PCS):
Not Authorized