Job Description

Job Title

Secretary (OA)

Major Duties

Major duties to include but not limited to the following:

• Receives telephone calls and greets visitors to the office
• Acts as liaison to other managers and staff within and outside the organization
• Maintains a master chronological list containing the names and background information of recurrent civilian dignitaries, Federal, state, and county community leaders, and local affiliated organizations' correspondents in the surrounding communities
• Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper format, contains correct grammar, and if applicable, that staff coordination has been completed
• Returns inadequate transmissions to the sender; attaches previous correspondence and background information to incoming correspondence
• Serves as liaison between the management staff and ADPCS by providing accurate, timely information, advice on procedures, reports, requirements and other matters necessary to implement policies, directives, and instructions for the VAMC
• Plans and directs office procedures and formulates instructions for implementation of new office procedures
• Conducts training sessions for clerical and administrative personnel.
• Records, transcribes, and edits the minutes of various meetings, boards and councils
• Prepares the minutes for distribution, singling out the action items, and follows up as required
• Exercises control over supervisor's appointments with complete authority for commitments of time; establishing priorities at own discretion; setting up, rearranging, and when necessary, coordinating meetings with staff offices
• Arranges schedules of visits and transportation, prepares orders, arranges hotel reservations, equipment requirements, speaking topics, notifies organizations and officials to be visited
• Maintains timecards for staff members under the Executive's Time and Leave codes, and ensures accuracy and timeliness of postings
• Obtains and monitors the use of services, supplies, or equipment for the office
• Functions as the ADP Coordinator for the service, which includes troubleshooting PC, telephone, and fax problems, and submits work orders, as appropriate, for problems that employees cannot resolve
• Performs other related duties as assigned

Work Schedule

Full Time, 8:00AM-4:30PM, Monday- Friday

Position Description/PD#:

Secretary (OA) / PD027650

Relocation/Recruitment Incentives:

Not authorized.

Financial Disclosure Report:

Not required.

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