Secretary, Administrative​/Clerical

Location: Leeds

This Secretary position if for the VA Central Western Massachusetts Healthcare System (VA CWM HCS), under the Associate Nurse Executive (ANE) in the Nursing Service Office (NSO). They will report directly to the ANE of Nursing Service and work directly with the ANE of Outpatient Nursing and any other staff members in the NSO who may need assistance.

Primary purpose of this Secretary position is to coordinate all the administrative duties for the subsections to guarantee the primary goal of optimally delivering high quality healthcare to the Veterans. Responsible for a wide variety of administrative functions and project support for the NSO to provide a smooth and effective service operations. Serves as a clerical support to the Administrative Office (AO) of Nursing Service in final preparation of Memorandums, Proficiency Reports, and reports for signature.

The position must be knowledgeable about all the services under the ANE, which includes but not limited to Community Living Center (CLC), Acute Mental Health, and Residential Rehabilitation Treatment Programs (RRTP).

These duties include, but are not limited to, the following:

Personnel Administration and Management Work:

* Formulates a variety of correspondence and memoranda for review and signature.

* Gathers material/data for use in reports, presentations, etc.

* Receives and screen calls, visitors, and mail to the NSO, responds to requests and problems when possible, and refers to appropriate staff when necessary.

* Maintains files of all needed data and various special projects in addition to assisting staff with miscellaneous clerical support.

* Reviews incoming and outgoing correspondence and reports prepared by other staff members to ensure proper format, correct grammatical content, to ascertain that all necessary coordination of facts has been completed in accordance with established policy and is routed through the appropriate channels.

* Represents the section to various professionals including key Medical Center personnel and leadership officials, medical center staff, VISN/Network dignitaries, and veterans and their families during meetings and site visits. Acts as liaison between the ANE and other staff by providing accurate, timely advice on administrative procedures, reports, and requirements.

* Receives and monitors all visitors and telephone calls to the NSO. Ascertains the nature of the call or business of the visitor and determines the appropriate actions. Refers important calls and visitors to the ANE, ADPCS, or administrative staff and when that is not practical, takes messages or makes later appointments for visitors.

* Records and prepares meeting minutes as assigned by the ANE. Coordinates information for meetings and prepares agendas and follow-up correspondence.

* Performs timekeeping duties for the NSO employees including Nursing and administrative positions. Duties include posting timecards and preparing them for certification, accounting for scheduled and unscheduled leave requests, and notifying ANE and clinic management staff of any needs for clinic alterations or closures

* Schedules appointments, coordinates meetings, and/or schedules conferences. Maintains the calendar schedules for the ANE and makes commitments in scheduling appointments and meetings. Coordinates conference room locations and times.

* Researches and provides background on subject matter of meetings without direction. Must communicate frequently to identify the importance and urgency of appointments when scheduling them.

Work Schedule:

Monday - Friday 7:30am to 4pm

Telework:
This position may be authorized for telework, per discretion of supervisor.

Virtual:
This is not a virtual position.

Position Description/PD#:
Secretary/PD035660

Relocation/Recruitment

Incentives:

Not Authorized

Permanent Change of Station (PCS):
Not Authorized

Notifications:

* Interchange Agreements with Other Merit System:
Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this…