Secretary (OA)

Secretary (Office Automation)

The primary purpose of the Secretary (Office Automation) is to provide administrative coordination and support to a member of the Executive Leadership Team (ELT). Duties include, but are not limited to:

• Coordinating the schedules for the Associate Director and Assistant Director including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings.
• Managing reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT.
• Coordinating ELT schedules to attend major facility and/or community events as facility leadership representatives including scheduling in calendar, obtaining event agenda, collecting requested actions for the ELT, drafting/securing talking points, and briefing them on any event requirements to ensure they are prepared to participate.
• Managing meeting logistics and coordination for the ELT to include setting up meeting markers, confirmation of attendees, booking meeting locations, setting up audiovisual devices, scheduling teleconference lines, drafting meeting agenda, gathering/producing meeting documents, and taking meeting minutes.
• Serving as a Travel Coordinator.
• Managing equipment and supplies for the ELT.
• Serving as Purchase Card Holder for the ELT.
• Serving as a timekeeper - updating timecards daily to ensure accurate accounting and validating them each pay period.
• Supporting personnel/Human Resource functions for the ELT including management of staff personnel folders, submission of HR tickets/requests, support of annual performance and award completion/submission, assistance in recruitment efforts and other staffing functions.
• Serving as the public face for the ELT by greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors.
• Providing service recovery for Veterans and their families to include addressing immediate issues within scope of influence, connecting with appropriate departments to address specific issues/concerns, and logging/tracking issues/concerns.
• Managing ELT telephones.
• Managing action items to include conducting initial reviews for accuracy/completion, assignment to services, tracking/collecting responses, routing for second-level and final-level review, and routing for final submission.
• Preparing documents/correspondence including memorandums, letters, reports, policies, standard work, and other documents/correspondence, and ensures documents are accurate, complete and grammatically correct.
• Managing the routing of incoming/outgoing documents.
• Coordinating files to include organization, record keeping, archiving, and pulling documents as needed.
• Serving as administrator for all SharePoint and Shared Drives for the ELT.

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: Monday - Friday, 7:30am-4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA) / PD13636A

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.

Financial Disclosure Report: Not required