Secretary

Job Title

Duties may include, but are not limited to:

• Receives and screens telephone calls and visitors and determines nature of the call or business of the visitor.
• Ascertains which calls or visitors should be referred to the supervisor, or other staff personnel, or which can be handled personally based on knowledge of the subject matter or from records and files.
• Maintains the Chief and Assistant Chief's calendar and schedules appointments and meetings based upon personnel knowledge of the supervisors' priorities, workload and commitments, and uses own initiative to reschedule appointments as needed.
• Makes arrangements for large meetings or conferences including reserving meeting rooms, notifying participants, attending meetings, and preparing reports/minutes of the proceedings.
• Provides assistance for a variety of problems and inquiries which are received in person or telephonically.
• Responds to requests for information and/or matters when information is available in office records and/or files.
• Performs a variety of administrative tasks associated with maintaining and supporting the work performed within the organization.
• Monitors and controls business papers, correspondence and records throughout the organization, including the coordination of action papers within the office of Environmental Management Service.
• Reviews all outgoing correspondence prepared for the Chief or Assistant Chief's signature to ensure that the correspondence complies with due dates, current procedures and policies, proper format and grammar, typographical accuracy, and that necessary and appropriate background material are attached.
• Makes necessary corrections before forwarding correspondence to the supervisor for signature.
• Receives, investigates, and processes Tort Claims submitted by staff, patients and visitors to GLA pertaining to any loss or damage to personal property. Required researching of claims, coordination with police and staff and ascertaining the facts involved with each claim.

Promotion Potential: This position is at the full performance level.

Work Schedule: Monday - Friday 7:00am - 3:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Secretary/ PD14975-O

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized