Administrative Specialist

Administrative Specialist

Major duties include but are not limited to the following:

• Receives and processes all correspondence and documents transmitted through the Executive Office for review, approval and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc. Prepares responses on correspondence, including memoranda, reports, etc. (written and electronic) on own initiative, utilizing reference materials as necessary
• Tracks Medical Center memoranda timeliness and reviews incoming memoranda prior to Executive Leadership Team review to ensure proper format and inclusion of necessary information. Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper format, contains correct grammar, and if applicable, that staff coordination has been completed. Returns inadequate transmissions to the sender
• Determines the appropriate staff activity for action, forwards correspondence; uses tracking system, follows up to assure action is taken; enforces rigid timelines; and assures receipt of pertinent information. Composes and types, in final form, official correspondence based on a knowledge of supervisor's views, desires, and past precedent cases, and from verbal instructions. Prepares special reports, data, or correspondence using a personal computer with a wide variety of software
• Supports supervisor and the service lines that report to the office of the Medical Center Executive Leadership Team Member in preparation for VISN Council/committee/work group meetings, establishes the agenda ensures the accuracy of data and prepares minutes when supervisor chairs a VISN council/committee/workgroup and when otherwise assigned
• In the absence of the supervisor, the incumbent assumes responsibility for ensuring requests for action or information from the Executive Office are assigned to the responsible personnel to satisfy the request
• Monitors resulting activities for briefing the supervisor, and decides whether matters should be brought to the supervisor's attention. Serves as liaison between the management staff and supervisor by providing accurate, timely information and guidance on procedures, reports, requirements, and other matters necessary to implement policies, directives, and instruction for the VAMC
• Reviews communications and develops standard paragraphs and form letters. Develops internal routing and flow patterns for communications
• Establishes, refines and monitors systems to ensure correspondence into and out of the executive offices are routed appropriately, processed timely and are completed at a level that only requires review by senior leadership with minimal or no changes prior to signature
• Establishes Executive Office administrative policies and procedures and provides guidance to medical center clerical and medical staff. Incumbent conducts regular meetings with Service/Service Line/departments to advise them of required administrative changes
• Plans and directs office procedures and formulates instructions for implementation of new office procedures. Conducts training sessions for clerical, administrative and medical personnel. Disseminates applicable correspondence, publications, and directives to Services/Service Lines impacted, in a timely manner
• Responsible for ensuring that service level and medical center policies and procedures are responsive, timely and consistent with agency polices, VA/HR guidance or established appropriate precedents. The incumbent provides narrative summaries, white papers, charts, graphs and briefing books as required the incumbent maintains complete documentation of management and staff information, including but not limited to competency folders and performance appraisals and updates information regularly
• Secures, assembles, and summarizes information from files, documents and memoranda, organizes the information develops reports and highlights the most important points when briefing the supervisor
• Tracks staffing levels and recruitment activities within the service lines that fall under the Medical Center Executive Leadership Team Member's office, drafts new and updates existing position descriptions

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

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

Telework: Ad-hoc according to Agency policy.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/ PD240990

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized