Secretary, Administrative​/Clerical

Job Title

Secretary

Duties include, but may not be limited to the following:
The incumbent provides clerical and administrative assistance to the organization. Receives all visitors and telephone calls to superiors. 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 division concerned with specific subject.

Incumbent is 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. Controls activities schedule and reminds managers of appointments. On own initiative and discretion, establishes priorities, sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable.

Reviews correspondence and documents prepared for signature of or requiring coordination by managers for conformance with regulations, grammar, format, and special policies of the installation. On own initiative, returns such communications to the originator for correction when not in conformance with known policies or correspondence regulations. Gives advice and instructions to subordinate offices through discussions with author or staff to obtain higher degree of compliance with general installation policies and correspondence regulations.

Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure. Collects such information, presenting in its original form or editing and revising as necessary. While reading incoming correspondence, determines that portion requiring personal attention or policy decision by supervisor. Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject.

Presents information for use by the superior when making speeches or presentations to local community civic and welfare groups. Keeps the superiors informed of important details of the office, visitors, and various events where failure to recognize significant matters might impair the effective operation of the organization. Screens incoming documents from staff members to insure compliance with VA and organizational regulations or for discussion at staff meetings.

Composes correspondence on own initiative, based on a knowledge of superiors views and desires. Typical subjects include administrative matters, letters of acknowledgement, general office and organization policies, acceptance of invitations, and cancellation of conferences. Prepares regular and special records such as but not limited to time/attendance, leave, degree of use of filing space, and amount of material present in the offices.

Prepares similar paper work to ease the flow of work through the office and provides superiors with current information in readily accessible form. Takes meeting minutes. Composes letters, endorsements, messages, office instructions, and reports, with responsibility for sentence structure, grammar, and spelling. Writes resumes of conferences and gives copies to participants who are expected to take action as result of conferences.

On own initiative, follows up on projects resulting from conferences to insure that schedules are met and reports progress to managers. Performs other related duties as assigned.

Promotion Potential:
The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule:

Monday - Friday, 7:30am - 4:00pm

Position Description/PD#:
Secretary/ PD

Relocation/Recruitment

Incentives:

Not Authorized

Critical Skills Incentive (CSI):
Not Approved

Permanent Change of Station (PCS):
Not Authorized