Secretary (OA)

Job Title

Secretary (OA)

Duties

Responsibilities include, but are not limited to:

• Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls.
• The incumbent independently takes care of many matters and questions including answering substantive questions not requiring technical knowledge.
• Incumbent supports the Deputy Director in Resources Executive Council administratively to include scheduling presentations through audio and visual connections and prepare comprehensive meeting minutes in support of the Resources Executive Council.
• Incumbent prepares meeting agendas independent of the Director and establishes a specific filing system for easy retrieval of all follow-up actions.
• Handles inquiries from Customers including patients, staff, Veterans Service Organizations, etc. on behalf of the Deputy Director or the Executive Leadership Team (ELT). Greets visitors to the executive offices and answers calls.
• Responds to complex questions involving a range of issues that are posed to the Executive office.
• Process and edit incoming and outgoing correspondence, reports, memoranda, reports, data sheets and other forms of written communications to ensure responses and reports are proofread, in accurate format.
• Compose and edits letters, reports for accuracy and completeness, prepares public presentation outlines and develop standards form letters and replies to inquiries using proper formatting and guidelines.
• Track and maintains VA Central Office, White House, Veterans Integrated Service Network, Office of the Inspector General, Health Care System correspondence and reports to include patient inquiries using SharePoint. Assigns deadlines and establishes controls for follow-up.
• Research files, develops and assembles background information for correspondences and reports.
• Provides public contact support services by screening all calls to determine if the call requires immediate attention and refers visitors and Veterans to the appropriate point of contact.
• Accurately takes and transcribes all taped or handwritten notes and prepares meeting minutes, correspondence, memoranda, reports and bulletins.
• Using Outlook, electronically schedules appointments, coordinates meetings, schedules video-teleconferences, telephone conferences and accurately maintains calendar
• Serve as timekeeper for the Deputy Medical Center Director's direct reports.
• Advise the Deputy Medical Center Director on the nature of conferences, appointments and meetings and assures necessary background materials are made available for review prior to approval/meeting.
• Prepares all travel arrangements for the Deputy Medical Center Director via system.
• Organizes and maintains files and office records in accordance with RCS 10-1.
• Maintains tracking system of ongoing and planned activities for the Deputy Medical Center Director and reminds appropriate staff members as to upcoming deadlines, events and needs.
• Perform other duties as assigned.

Work Schedule: Monday through Friday, 8:00 AM - 4:30 PM Subject to change based on agency needs.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA) / PD09306A

Financial Disclosure Report: Not required