Secretary (OA)

Job Title

Secretary (OA)

Major Duties Include But Are Not Limited To:

• Serves as primary coordinator of large conferences: obtaining speakers, developing handouts, obtaining slides/training videos, scheduling and coordinating audiovisual equipment, conference rooms, attendee notification, and food service support.
• Analyzes workload variations and potential problems and inconsistencies by monitoring and reviewing clinical capacity, patient appointment lead times, anticipated workload, and provider schedules/duty hours.
• Serves as Lead Timekeeper for the Primary Care Service: Ensuring time cards are electronically posted and certified for all assigned physicians and administrative staff; Ensuring timely submission and compliance with procedures.
• Provides personnel management and administrative support to the Primary Care Service Office, monitoring personnel leave, pay, and work schedule related actions; recommending appropriate personnel actions and alternatives based on discussions with Human Resources and other Primary Care Service staff and personal analysis and/or interpretation of VASDHS internal and HR policies, budgetary constraints, and work priorities.
• Formulates plans and provides advice to Primary Care Service Sections on resolving administrative problems.
• Screens all Primary Care Chief and Primary Care Service Office calls and determines if the call requires attention; Supplies the requested information when the question concerns information the incumbent has knowledge of or can obtain.
• Maintains department and facility level memoranda.
• Performs all fund control point ordering/reconciling actions for the Primary Care Service Office.
• Coordinates the purchase of and maintains adequate stocks of office supplies; Contacts appropriate personnel for maintenance and repair of office equipment and facilities.
• Plans and/or accomplishes special projects assigned by the Chief of Primary Care or other Primary Care Service Office staff; Researches, collects, analyzes, interprets and develops documentation or presentations for special projects involving administrative/support issues involving Primary Care clinical programs and/or administrative activities.

Work Schedule: Full Time, Monday through Friday, 8:00am to 4:30pm

Telework: This position is not authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD116860

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized