Secretary (OA)

Job Title

Secretary (OA)

Duties

Major duties include but are not limited to:

• Receives visitors and telephone calls to the office of the Deputy Director;
• Maintains the appointment calendar for the Deputy Director and is responsible for ensuring all commitments of Deputy Director are accurate. Ensures Deputy Director is ready for meetings;
• Performs secretarial duties for the Deputy Director to include typing, taking and transcribing dictated material; compiling and preparing replies, committee minutes, and posting calendars.
• Follows up on action items to ensure timely response;
• Reviews all incoming correspondence for the Deputy Director to determine accuracy of format, grammar and policy and returns material for revisions prior to presentation.
• Establishes/maintains filing system for the Deputy Director Ensuring timely retrieval as requested.
• Prepares travel arrangements, to include hotel and car rental reservations.
• Prepares all personnel actions to include access submissions. Notifies supervisory personnel when performance appraisals are due for and ensures Human Resources receives proper submissions.
• Receives and listens to patient concerns or from individuals on behalf of patients. Prepares reports of contact as necessary.
• Serves as timekeeper for the Deputy Director and assumes responsibility for that element of the position to include ensuring following timekeeping procedures.
• Serve as back up for other secretary's during their absence to maintain usual business.
• Orders and maintains office supplies and equipment; and
• Performs other related duties as assigned.

Work Schedule: 8:00am-4:30pm Monday-Friday (Work schedule subject to change due to agency needs).

Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized

Financial Disclosure Report: Not required

Position Description/PD#: Secretary (OA)/ PD10553A and PD10554A