Secretary (OA)

Job Title

The incumbent of this position provides secretarial and administrative support to the Chief of Fiscal Service and service staff.

The incumbent actively participates in the management of the Fiscal Service by performing various technical and administrative duties for the Chief. Based on a good working knowledge of the medical center, the incumbent is responsible for the administrative work of the office.

Duties include, but not limited to:

• Provides full administrative support for day-to-day office operations, ensuring efficient workflow and coordination of tasks.
• Arranges meetings, reserves spaces, notifies participants, and adjusts schedules as necessary.
• Prepares materials and background information for meetings, ensuring leadership is briefed on key issues.
• Maintains a correspondence log and suspense files to ensure timely routing and completion of all required actions.
• Organizes and maintains financial review files in accordance with Records Control Schedule and related policies.
• Takes and transcribes meeting minutes, applying judgment to capture essential decisions and discussions.
• Screens telephone calls and visitors, independently resolving procedural or general issues using knowledge of medical center operations.
• Offers guidance, direction, and administrative expertise to service personnel as requested.
• Serves as the main point of contact for electronic work order submissions.
• Tracks reports and information requests, ensuring accuracy and timely submission; returns incomplete submissions for correction.
• Monitors developments that may impact schedules, appointments, or travel; ensures leadership is informed.
• Independently prioritizes matters requiring leadership attention, using comprehensive knowledge of medical center functions and Fiscal Service operations.
• Reviews, prepares, and processes outgoing correspondence, ensuring accuracy, proper formatting, and policy compliance.
• Serves as the primary timekeeper for Fiscal Service, ensuring accurate and timely entry of time and attendance data.
• Prepares personnel actions and monitors deadlines for performance appraisals and position description updates.
• Performs other duties as assigned.

Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD301030

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized