Secretary (OA)

Job Title

Duties include but are not limited to:

• Establish appropriate deadlines for action items.
• Exercise control over the Chief of Staff (COS) appointments, establish & adjust priorities and rescheduling appointments as necessary.
• Determine and assist with the proper course of action on administrative matters.
• Maintain a file of information on critical issues to be brought to the COS upon their return.
• Serve as the recorder for assigned committee meetings.
• Process incoming communication received by electronic transmission, fax, and mail.
• Takes and transcribes dictation, verbal instruction, and/or taped material into letters, endorsements, messages, office instructions, and reports with responsibility for sentence structure, grammar, and spelling.
• Process phone calls and receive visitors to the Executive Office.
• Act as a liaison between the executive team and facility staff.
• Serves as a resource, advising staff at all levels of facility policies, office procedures, correspondence formats, grammar and writing, word processing skills, and other administrative support functions.
• Screen all correspondence prepared for the COS's approval and/or signature.
• Devises and installs office procedures and practices to be used by secretaries and subordinate offices.
• Develops complex committee agendas from items needing the committee's consideration, setting appropriate time parameters, and ensuring documents needed for the meeting are available.
• Respond to inquiries and administrative problems identified by staff, agency officials, and outside organizations
• Arrange for meeting facilities, including audiovisual equipment, teleconferencing equipment, etc.
• Skill in determining when new or adjusted procedures are needed.

Work Schedule: Monday-Friday; 7:30am-4:00pm

Telework: Ad-hoc- not on a reoccurring basis

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD802880

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure: Not Required