Secretary (OA)

Job Title

Secretary (OA)

Duties

Knowledge of the duties, priorities, commitments, policies, and program goals of the Engineering Service sufficient to perform non-routine assignments. The purpose of the work is to carry out the administrative processes of the office of the Chief Engineer. This position serves as liaison between the Chief Engineer and subordinate units; consolidating reports submitted by subordinate units; and arranging meetings involving staff from outside the immediate office. The work affects the ability of the Chief Engineer to accomplish work through the provision of essential support services. Ability to independently record notes, track and follow up on commitments made at meetings and conferences by Engineering Service staff members; shifting clerical staff in subordinate offices to take care of fluctuating workloads; or locating and summarizing information from files and documents by recognizing information relevant to the problem at hand. Skill and ability to coordinate the work of Engineering Service with the work of other services and departments, and for recognizing the need for such coordination in various circumstances. Ability to provide advice to clerical staff in other services and departments concerning such matters as information to be provided for use in committee meetings or reports. The secretary performs a full range of clerical and administrative support functions for Engineering Service, including arranging for travel and meetings, and assembling reports. Decisions regarding what needs to be done require the secretary to recognize differences among clearly recognizable situations. Actions to be taken or responses to be made differ in such things as the sources of information or the kinds of transactions or entries. Decisions at this level are based on knowledge of the procedural requirements of the work coupled with an awareness of the specific functions and staff assignments of the service. The staff of Engineering Service is organized into subordinate units. Direction of the staff is exercised through intermediate supervisors, and the subordinate units differ from each other in such aspects as subject matter, functions, relationships with other organizations, and administrative requirements. There is a system of formal internal procedures and administrative controls, including Engineering Service cognizant Medical Center Memorandums as well as Engineering Service Memorandums and a formal reporting system to include VACO, VISN and Medical Center level reports and suspense items. Coordination among subordinate units is sufficiently complex to require continuous attention. Engineering Service has the responsibility for coordination of work outside the department for various committee meetings, reports, suspense items, and other activities such as space moves, utility outages, and inspections by outside organizations. The incumbent works under general supervision of the Chief, Engineering Service. The supervisor sets priorities and deadlines for some specific assignments. The incumbent plans and carries out the assignments in accordance with the established policies and practices of the Medical Center. Priorities and deadlines for the day-to-day workflow of the Chief Engineer's office are set by the incumbent based on knowledge of the overall functions and projects of the entire Engineering Service. The secretary locates and selects the appropriate guidelines, references, and procedures for application to specific cases, referring situations to which the existing guidelines cannot be applied, or significant proposed deviations to the supervisor. The secretary may also determine which of established alternatives to use.

Work Schedule: Monday to Friday 7:45am-4:30pm

Telework: Not Eligible

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD602390

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Required: A qualified typist is required.