Secretary; OA

Lead Secretary

As the Lead Secretary, the incumbent coordinates closely with staff at all levels of the organization to establish, improve upon and provide continuity of office operations. Upon request, informs the Director on such matters as past practice with respect to various reports, miscellaneous recurring requirements and continuing obligations, and sources from which the Director can obtain a quick explanation of various matters.

Assists the Director's subordinates by relaying specific instructions and giving advice concerning procedural and administrative requirements.

Reports and Correspondence:

• Monitors, routes, and tracks all incoming and outgoing correspondence, ensuring accuracy, completeness, and compliance with VA and VHA correspondence requirements.
• Screens all incoming correspondence and reports.
• Coordinates and assures timely completion of all reports, correspondence and personnel actions.
• Responsible for review and final preparation of all outgoing correspondence, reports etc. in accordance with VHA Directive 1216.
• Contacts other members of leadership to develop information and assemble data not readily available for use by the Director in replying to correspondence.
• Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form.
• Types a variety of documents into final form, ensuring correct grammar, spelling, punctuation, format and style.

Calendar and Meetings:

• Independently maintains the Director's enterprise calendar; prioritizes requests; deconflicts appointments; and ensures alignment with mission priorities.
• Tracks and documents official activities as federal records; applies NARA GRS 5.1 (Common Office Records) for calendars/appointment records; applies GRS 5.2 for transitory scheduling messages.
• Ensures calendar content that contains personally identifiable information (PII) is handled in accordance with the Privacy Act; prepares calendar extracts for public release when appropriate under FOIA, applying exemptions as necessary.

Calls and Visitors:

• Screens phone calls and in-person visitors, determining priority and nature of requests prior to routing to the Director.
• Provides authoritative information on office procedures, meeting requirements, communication protocol, and accurate referral contacts.
• Ensures visitor access aligns with security and PIV/HSPD-12 credentialing procedures.
• Maintains confidentiality and provides customer service consistent with VA values and privacy requirements

File System and Records Management:

• Establishes, organizes, and maintains electronic and physical filing systems for the Office of the Medical Center Director. These files must be appropriately handled, stored and destroyed in accordance with applicable federal law and records management policies.

Personnel Actions and Human Resources Support:

• Assists in preparing, routing, and tracking personnel-related documents including:
  Recruitment requests and onboarding materials;
  Position descriptions and job analyses;
  Awards (Special Contribution, Time-Off, On-the-Spot, performance awards)

Training and Travel:

• Coordinates registration, monitoring, and documentation of required training for the Director and designated staff.
• Maintains training records consistent with NARA GRS 2.6 retention requirements.
• Arranges local and long-distance travel, ensuring compliance with the Federal Travel Regulation (FTR).

Work Schedule:

Monday - Friday, 8:00am - 4:30pm

Telework:

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

Virtual:

This is not a virtual position.

Position Description/PD#:
Secretary (OA)/

PD013330

Relocation/Recruitment Incentives:

Not Authorized

Permanent Change of Station (PCS):

Not Authorized