Secretary (OA)

Job Title

Secretary (OA)

Duties

The incumbent will be responsible for the day-to-day management of the office functions and information to and from the Deputy Chief of Staff. Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency. Notifies the appropriate subordinate management officials of the need for information or recommendation, and either prepares the response or follows up to ensure a timely response by others. Performs administrative work for the Deputy Chief of Staff, which includes management of the office's schedule or day-to-day plans. Develops routine plans or schedules using standard references and existing information. Based on defined objectives, determines specific steps, input required, and/or milestones. Identifies schedule/time required, and estimates resources required. Acts as a liaison or handles the communication with persons and/or groups within and outside of an organization or office. Maintains liaison and communications with persons from a wide variety of backgrounds within the facility, the VISN office, and other VHA and VA officials as requested by the Deputy Chief of Staff.

• Provides administrative support functions and serves as recorder for all assigned TVHS committees, boards, and councils as requested by the Chief of Staff or Deputy Chief of Staff.
• The incumbent will also coordinate projects or compile information as requested by the Deputy Chief of Staff. This will require knowledge of the clinical services offered by TVHS.
• Maintains and updates as necessary a Desk Guide that describes the tasks to be performed by the executive secretary in sufficient detail to guide staff providing temporary coverage the secretary is absent and that will facilitate orientation to the position in the event permanent replacement is required.
• Provides backup coverage for other Director's Office secretary/administrative assistants at the York Campus as needed. Instructs and assists secretaries/administrative assistants in the clinical service/service line offices on correct correspondence procedures. Serves as timekeeper for employees under assigned Time and Leave units. Time keeping for these units is complicated by the fact that the units cover with various types of employees (e.g. Title 5, Title 38, etc) that may be located off site. May be assigned as an alternate timekeeper for other sections within the Office of the Director or the Office of the Chief of Staff. Works with Meharry Medical College to reconcile hours for contract physicians working with the Preventive Medicine contract.
• As a team member in the office of the Deputy Chief of Staff, participates in discussions of mutual expectations and necessary follow-up. In this way, cooperation and collaboration are assured.
• Serves the coordinator for control of keys for employees under the Office of the Deputy Chief of Staff.

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

Telework: ADHOC This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD700770

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized