Secretary (OA)

Job Title

Secretary (OA)

Duties

Duties include, but may not be limited to the following:

• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
• Edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, establishes and monitors suspense dates, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.
• Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports.
• Screens material prior to distribution for suspense dates, establishing controls and following up for supervisor. Ensures correspondence conforms to regulations and special policies of the Medical Center and is in proper format, contains correct grammar, and if applicable, that staff coordination has been completed.
• Reviews correspondence prepared for the supervisor; attaches previous correspondence and background information to incoming correspondence.
• Returns inadequate transmissions to the sender.
• Provides training and/or coaching to subordinate clerical staff who submit incomplete or inadequate correspondence.
• Maintains subject matter files and records that relate to the facility, administrative services that report to the Chief of Staff, and VISN-level and national activities for which the COS is responsible.
• Ensures that files include all required documents and that all documents are properly signed.
• Develops internal routing and flow patterns for communications through the Chief of Staffs office to and from subordinate offices.

Work Schedule: Monday-Friday 8:00 am-4:30pm

Telework: Ad-hoc, at supervisory discretion.

Position Description/PD#: Secretary (OA)/ PD1821