Secretary

Job Title

Secretary

Duties

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Major duties include, but are not limited to:

• Exercises exclusive control over the Chief of Staff's (COS) appointments with complete authority for commitments of time. Screens all calls and visitors, answering questions,and completing business involving established policy of routine matters without making referrals to the COS, whenever possible.
• Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the COS office on a daily basis. Maintains a log for all action items to monitor the timely completion and submission of responses.
• Develops and maintains a suspense system which is reviewed at least daily to flag pending issues and ensure due dates are met. The incumbent is required to use sound judgment and diplomacy in notifying services to determine status of delinquent items prior to official due dates.
• Receives and reviews all correspondence for the COS and replies to mail not requiring the COS's attention. Screens all correspondence prepared for the COS's signature for clarity, completeness of reply, grammatical, and procedural correctness.
• Establishes meetings at the Battle Creek VAMC as well as other sites in VISN 10. This includes creating agendas, notifying participants, and arranging support items (lunch, tours, special equipment, etc.). Attends, records, and distributes minutes of meetings.
• Prepares written documents, charts and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format.
• Prepares travel orders and makes travel and accommodation reservations as requested by COS. Prepares travel vouchers in a timely manner after each trip has been completed and checks to ensure any reimbursement due is received.
• In the absence of the Secretary to the Director, the incumbent assumes the duties of those positions, as well of those of his/her own.
• Communicates with the COS any special requests or instructions received from higher authorities and actions to be taken as a result of inquiries.
• Maintains a leave schedule for the COS's direct reports and communicates on a daily basis the status of absences and coverage.

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, 8:00am-4:30pm

Telework: Ad-hoc may be authorized by supervisor, only pursuant to the needs of the facility.

Position Description/PD#: Secretary/ PD91376-0 and PD91377-0