Secretary (OA)

Job Title

Secretary (OA)

Job Description

This position ensures that the different and varied administrative support functions for which he/she is responsible for are handled in a manner to enhance the efficiency of the Office of the Deputy Director as a whole for a multi-facility healthcare system. The Office of the Deputy Director has oversight of Engineering/Facilities Management, Healthcare Technology Management, Finance, Supply Chain Management, Environmental Management, Facility Planning and Employee Engagement and serves as an executive liaison for local and VISN HR, OIT and Information Security. Responsibilities include, but are not limited to:

• Determines nature of call or business of visitors, if business requires the attention of technical or staff specialists, decides whether the importance of business such as to require personal attention of superiors or if the visitor should be referred to the appropriate organizational component concerned with specific subject.
• Responds to inquiries and administrative problems brought to the Deputy Director's Office by Direct Reports, Services, and other internal and external stakeholders.
• Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring people to the Deputy Director.
• Screens all publications, directives, and periodicals, and brings those of significance to the Deputy Director's attention.
• Maintains the manager's daily calendar, making appointments and arranging conferences and meetings without specific prior approval, based on a knowledge of the manager's schedule.
• Schedule appointments, audio and video conferences, and meetings
• Confirms conference rooms, coordinate attendance, reserves equipment, prepares, and distributes agendas and minutes
• Coordinate training and travel for the Deputy Director
• Prepares training request and documents attendance.
• Performs typing on a computer keyboard wherein the work requires competitive level proficiency in typing as well as knowledge of office hardware and software systems.
• Receive, review, and distribute all of the Deputy Director surface mail, inter-office mail, electronic mail and facsimile mail, delegating responsibility for replies as appropriate.
• Monitors, recommends, and implements changes in correspondence processes affecting work in the Office of the Deputy Director. Guide others in the preparation of correspondence and informs them of procedural changes.
• Advises the Deputy Director of significant items of interest in correspondence, files, and reports
• Responds to correspondence not requiring the Deputy Director's personal attention.
• Uses varied functions of several types such as word processing; data base management, electronic mail, as well as graphics, spreadsheet, and database management software.
• Prepares letters, memoranda, messages, agendas, and minutes either self-composed, from handwritten notes, dictation or recorded media with responsibility for content format, grammar, punctuation, and spelling.
• Utilizes a variety of office automation systems and various software packages to accomplish work.
• Assignments include text editing; file creation, maintenance, and retrieval; use of message, calendar, and suspense systems; and use of other specialized tools in support of specific functions.
• Utilizes knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions, and additions.
• Prepares a variety of narrative and statistical material, correspondence, reports, etc.

Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM. Subject to change based on agency needs.

Telework: N/A

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD09306A

Relocation/Recruitment Incentives: Not Authorized

Travel: You may be expected to travel for this position. This is a dual campus facility. Weekly travel is required between CAVHCS campuses located in Montgomery and Tuskegee, Alabama. Occasional travel to CAVHCS Community Based Outpatient Clinics located in Alabama and Georgia will be required.