Secretary
This position coordinates and tracks all service deliverables and makes assignments to the most appropriate subject matter experts and compiles them into a consolidated thorough response. Incumbent consults and participates with all members of the service line and assists in the updating of medical center polices for the service line. The work requires the review of technical and operating procedures within the services that are aligned under it. The incumbent is recognized as a subject matter expert on administrative, management and HR policies, programs and procedures. Incumbent reviews draft regulations, standards, and other guides and makes recommendations to the Chief. The incumbent 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. Makes appointments; cancels and accepts invitations; and checks requirements for engagements, i.e., necessity for speech, etc. Maintains a calendar of future events for up to the next 12 months, on monthly, bimonthly, and weekly basis, scheduling briefings and updating the calendar as required. Plans conferences, major inspections, visits by high ranking officials and other information that may have an impact on scheduling appointments and activities for the supervisor are added as information is received from various sources. The Executive Office and other staff coordinate with the incumbent in scheduling which may or may not involve the supervisor to avoid conflict of schedules. Receives and processes all correspondence and documents transmitted through the office for review, approval and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc. Prepares responses on correspondence, including memoranda, reports, etc. (written and electronic) on own initiative, utilizing reference materials as necessary. Non-routine matters are initiated, researched, and coordinated for the supervisor for acceptable response. Tracks memoranda timeliness and reviews incoming memoranda prior to review to ensure proper format and inclusion of necessary information. 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; selects which issues can be managed without elevation to the supervisor, providing largely only finished products for final review by senior leadership. Determines the appropriate staff activity for action, forwards correspondence; uses tracking system, follows up to ensure action is taken; enforces rigid timelines; and assures receipt of pertinent information. Composes and types, in final form, official correspondence based on a knowledge of supervisor's views, desires, and past precedent cases, and from verbal instructions. Prepares special reports, data, or correspondence using a personal computer with a wide variety of software. Supports supervisor and the service line in preparation for VISN Council/committee/work group meetings, establishes the agenda ensures the accuracy of data and prepares minutes when supervisor chairs a VISN council/committee/workgroup and when otherwise assigned. The incumbent notes the commitments made by the supervisor during the meetings. Reviews communications and develops standard paragraphs and form letters. Develops internal routing and flow patterns for communications. Identifies instances when correspondence, reports, etc., do not meet the appropriate guidelines, grammar, content, formatting, and associated criteria, ensuring corrections are made. Receives telephone calls and greets visitors to the office. Screens callers ascertaining name, affiliation, and purpose of visit, and based upon subject matter, determines whether matter should be referred to supervisor or other appropriate staff members or whether information can be supplied personally. Obtains needed background information before referring issues to supervisor, and uses independent judgment in referring, initiating, or disposing of inquiries and requests. Arranges schedules of visits and transportation, prepares orders, arranges hotel reservations, equipment requirements, speaking topics, notifies organizations and officials to be visited, and submits travel paperwork, as required. Performs other duties as assigned. Work Schedule:
Monday Thru Friday, 8:
00am - 4:
30pm Financial Disclosure Report:
Not required This position coordinates and tracks all service deliverables and makes assignments to the most appropriate subject matter experts and compiles them into a consolidated thorough response. Incumbent consults and participates with all members of the service line and assists in the updating of medical center polices for the service line. The work requires the review of technical and operating procedures within the services that are aligned under it. The incumbent is recognized as a subject matter expert on administrative, management and HR policies, programs and procedures. Incumbent reviews draft regulations, standards, and other guides and makes recommendations to the Chief. The incumbent 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. Makes appointments; cancels and accepts invitations; and checks requirements for engagements, i.e., necessity for speech, etc. Maintains a calendar of future events for up to the next 12 months, on monthly, bimonthly, and weekly basis, scheduling briefings and updating the calendar as required. Plans conferences, major inspections, visits by high ranking officials and other information that may have an impact on scheduling appointments and activities for the supervisor are added as information is received from various sources. The Executive Office and other staff coordinate with the incumbent in scheduling which may or may not involve the supervisor to avoid conflict of schedules. Receives and processes all correspondence and documents transmitted through the office for review, approval and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc. Prepares responses on correspondence, including memoranda, reports, etc. (written and electronic) on own initiative, utilizing reference materials as necessary. Non-routine matters are initiated, researched, and coordinated for the supervisor for acceptable response. Tracks memoranda timeliness and reviews incoming memoranda prior to review to ensure proper format and inclusion of necessary information. 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; selects which issues can be managed without elevation to the supervisor, providing largely only finished products for final review by senior leadership. Determines the appropriate staff activity for action, forwards correspondence; uses tracking system, follows up to ensure action is taken; enforces rigid timelines; and assures receipt of pertinent information. Composes and types, in final form, official correspondence based on a knowledge of supervisor's views, desires, and past precedent cases, and from verbal instructions. Prepares special reports, data, or correspondence using a personal computer with a wide variety of software. Supports supervisor and the service line in preparation for VISN Council/committee/work group meetings, establishes the agenda ensures the accuracy of data and prepares minutes when supervisor chairs a VISN council/committee/workgroup and when otherwise assigned. The incumbent notes the commitments made by the supervisor during the meetings. Reviews communications and develops standard paragraphs and form letters. Develops internal routing and flow patterns for communications. Identifies instances when correspondence, reports, etc., do not meet the appropriate guidelines, grammar, content, formatting, and associated criteria, ensuring corrections are made. Receives telephone calls and greets visitors to the office. Screens callers ascertaining name, affiliation, and purpose of visit, and based upon subject matter, determines whether matter should be referred to supervisor or other appropriate staff members or whether information can be supplied personally. Obtains needed background information before referring issues to supervisor, and uses independent judgment in referring, initiating, or disposing of inquiries and requests. Arranges schedules of visits and transportation, prepares orders, arranges hotel reservations, equipment requirements, speaking topics, notifies organizations and officials to be visited, and submits travel paperwork, as required. Maintains and updates the supervisor's operating information, both electronic and hard copy, used as a ready reference when visiting other organizations. May also make similar arrangements for visiting dignitaries or personnel. Serves as the primary timekeeper for assigned T&Ls. Takes notes and transcribes personal and telephone conversations, initiates personnel actions and overtime actions, and ensures appropriate personnel actions are done on a timely basis for the supervisor's subordinate staff. Incumbent will be the records manager of the service line. Records, transcribes, and edits the minutes of various meetings (e.g., staff meetings, boards and councils) following the medical center standard format, preparing the minutes for distribution, singling out the action items, establishing deadlines and following up as required. Ensures that minutes are recorded and prepared in a clear and accurate manner with appropriate reference made to emphasize and/or delete items from the meeting in coordination with the supervisor. Utilizes advanced features within share-point, MS office and other automation applications to develop operational systems and solutions optimizing efficiency within the service. The incumbent is responsible for ensuring that the Service level and of medical center policies and procedures are responsive, timely and consistent with agency polices, VA/HR guidance or established appropriate precedents. The incumbent secures, assembles, and summarizes information from files, documents and memoranda, organizes the information and highlights the most important points when briefing the supervisor. Acts as the PIV sponsor, the primary ADPAC along with Just In Time for new employees, enters access requests for VA computer systems ensuring all requirements are met prior to issuance, requests logistical support on behalf of the Service. Performs other duties as assigned.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday Thru Friday, 8:
00am - 4:
30pm Financial Disclosure Report:
Not required This position coordinates and tracks all service deliverables and makes assignments to the most appropriate subject matter experts and compiles them into a consolidated thorough response. Incumbent consults and participates with all members of the service line and assists in the updating of medical center polices for the service line. The work requires the review of technical and operating procedures within the services that are aligned under it. The incumbent is recognized as a subject matter expert on administrative, management and HR policies, programs and procedures. Incumbent reviews draft regulations, standards, and other guides and makes recommendations to the Chief. The incumbent 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. Makes appointments; cancels and accepts invitations; and checks requirements for engagements, i.e., necessity for speech, etc. Maintains a calendar of future events for up to the next 12 months, on monthly, bimonthly, and weekly basis, scheduling briefings and updating the calendar as required. Plans conferences, major inspections, visits by high ranking officials and other information that may have an impact on scheduling appointments and activities for the supervisor are added as information is received from various sources. The Executive Office and other staff coordinate with the incumbent in scheduling which may or may not involve the supervisor to avoid conflict of schedules. Receives and processes all correspondence and documents transmitted through the office for review, approval and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc. Prepares responses on correspondence, including memoranda, reports, etc. (written and electronic) on own initiative, utilizing reference materials as necessary. Non-routine matters are initiated, researched, and coordinated for the supervisor for acceptable response. Tracks memoranda timeliness and reviews incoming memoranda prior to review to ensure proper format and inclusion of necessary information. 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; selects which issues can be managed without elevation to the supervisor, providing largely only finished products for final review by senior leadership. Determines the appropriate staff activity for action, forwards correspondence; uses tracking system, follows up to ensure action is taken; enforces rigid timelines; and assures receipt of pertinent information. Composes and types, in final form, official correspondence based on a knowledge of supervisor's views, desires, and past precedent cases, and from verbal instructions. Prepares special reports, data, or correspondence using a personal computer with a wide variety of software. Supports supervisor and the service line in preparation for VISN Council/committee/work group meetings, establishes the agenda ensures the accuracy of data and prepares minutes when supervisor chairs a VISN council/committee/workgroup and when otherwise assigned. The incumbent notes the commitments made by the supervisor during the meetings. Reviews communications and develops standard paragraphs and form letters. Develops internal routing and flow patterns for communications. Identifies instances when correspondence, reports, etc., do not meet the appropriate guidelines, grammar, content, formatting, and associated criteria, ensuring corrections are made. Receives telephone calls and greets visitors to the office. Screens callers ascertaining name, affiliation, and purpose of visit, and based upon subject matter, determines whether matter should be referred to supervisor or other appropriate staff members or whether information can be supplied personally. Obtains needed background information before referring issues to supervisor, and uses independent judgment in referring, initiating, or disposing of inquiries and requests. Arranges schedules of visits and transportation, prepares orders, arranges hotel reservations, equipment requirements, speaking topics, notifies organizations and officials to be visited, and submits travel paperwork, as required. Maintains and updates the supervisor's operating information, both electronic and hard copy, used as a ready reference when visiting other organizations. May also make similar arrangements for visiting dignitaries or personnel. Serves as the primary timekeeper for assigned T&Ls. Takes notes and transcribes personal and telephone conversations, initiates personnel actions and overtime actions, and ensures appropriate personnel actions are done on a timely basis for the supervisor's subordinate staff. Incumbent will be the records manager of the service line. Records, transcribes, and edits the minutes of various meetings (e.g., staff meetings, boards and councils) following the medical center standard format, preparing the minutes for distribution, singling out the action items, establishing deadlines and following up as required. Ensures that minutes are recorded and prepared in a clear and accurate manner with appropriate reference made to emphasize and/or delete items from the meeting in coordination with the supervisor. Utilizes advanced features within share-point, MS office and other automation applications to develop operational systems and solutions optimizing efficiency within the service. The incumbent is responsible for ensuring that the Service level and of medical center policies and procedures are responsive, timely and consistent with agency polices, VA/HR guidance or established appropriate precedents. The incumbent secures, assembles, and summarizes information from files, documents and memoranda, organizes the information and highlights the most important points when briefing the supervisor. Acts as the PIV sponsor, the primary ADPAC along with Just In Time for new employees, enters access requests for VA computer systems ensuring all requirements are met prior to issuance, requests logistical support on behalf of the Service. Performs other duties as assigned.
- Department:
0318 Secretary - Salary Range:
$34,916 to $43,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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