Secretary

Job Title

Secretary

Duties

Receives visitors and incoming calls, resolves problems of both general and specific nature and referring matters to appropriate staff on the basis of knowledge of the various organizational components and individual responsibility.

Personally takes care of many matters, including answering questions not requiring specialized technical/professional knowledge, either from personal knowledge or as available in the filing system.

Provides assistance for a variety of problems and inquiries which are received in person, telephonically, or by referral from other secretaries or receptionists in the organization.

Responds to requests for information and/or develops one-of-a-kind reports covering organizational or technically­oriented matters when information is available in office records and/or files.

This duty requires the incumbent to know where material is located, which data is appropriate for inclusion and how to compile and present the information to satisfy the request.

Screens incoming correspondence for matters which can be acted on personally and takes necessary action.

Refers to supervisor those cases which the incumbent is aware supervisor will want to act on personally or be made aware of.

This correspondence may be of a sensitive or confidential nature to include medical records & information, personnel actions, committee or board findings, etc.

Drafts letters of acknowledgment, commendation, and reply to general inquiries not requiring a specialized knowledge of programs and projects under supervisor's control.

Signs routine correspondence of a non-technical nature in the supervisor's absence.

Reviews outgoing correspondence for format, policy conformance, and typographical and grammatical accuracy and ensures that all necessary background material is attached as circumstance requires.

Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure.

Collects such information, presenting in its original form or editing and revising as necessary.

While reading incoming correspondence, determines that portion requiring personal attention or policy decision by supervisor.

Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject.

Screens incoming documents from staff members to insure compliance with depot regulations or for discussion at staff meetings.

Composes correspondence on own initiative, based on a knowledge of superiors views and desires.

Typical subjects include administrative matters, letters of acknowledgement, general office and installation policies, acceptance of invitations, and cancellation of conferences.

Prepares regular and special reports such as but not limited to time/attendance, leave, and degree of use of filing space, etc.

Takes meeting minutes. Composes letters, endorsements, messages, office instructions, and reports, with responsibility for sentence structure, grammar, and spelling.

On own initiative, follows up on projects resulting from conferences to insure that schedules are met and reports progress to managers.

Performs other related duties as assigned.

Work Schedule

Monday - Friday - 7:30 am - 4:00 pm or 8:00 am - 4:30 pm

Position Description/PD#: Secretary/ PD804030