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Secretary (OA) AD

Company: Veterans Affairs, Veterans Health Administration
Location: Harlingen
Posted on: June 5, 2021

Job Description:

The Secretary reports to and provides clerical and administrative support to the Associate Director. [ "Reports and Correspondence Screens all incoming correspondence and reports. Obtains background information on incoming correspondence, assembles and summarizes information Coordinates and assures timely completion of all reports, correspondence and personnel actions. Responsible for review and final preparation of all outgoing correspondence, reports, etc. Documents prepared in other areas are reviewed to ensure correct grammar, spelling, punctuation, format and style. Transcribes letters, memorandums, and reports from dictated material, voice recording, and handwritten drafts into final form. Prepares routine correspondence in connection with administrative activities, such as delegations of authority, and memos of compliance with directives (authorized tours of duty, timekeeper designations, requests for information, etc.) Assists in preparation of special projects, researches files, assembles necessary materials, etc. Communication and Diplomacy Serves as patient representative and demonstrates creativity and initiative in resolving consumer problems expeditiously to ensure a high level of customer satisfaction. Serves as a resource for other services' secretarial staff regarding appropriate formats for reports, correspondence, etc. Incumbent must demonstrate tactfulness, diplomacy, and politeness to all individuals seeking assistance or information from the Associate Director. Acts as a resource person for staff in administrative matters dealing with correct office procedures, proper formats for various letters and reports, timekeeping regulations, locating specific health care system directives, agency policies and procedures, etc. Personnel Actions & Timekeeping Ensures all Requests for Personnel Action forms concerning the AD & matrixed personnel are promptly prepared & submitted to Human Resources. Ensures prompt distribution of notices for personnel changes, & proper maintenance of employee cards. Coordinates presentation of special awards, service pins, incentive awards, & complimentary letters during staff or special meetings. Responsible for timekeeping duties for all full-time, part-time employees & fee basis employees under. Handles all assorted tours-' of-duty for each individual and enters changes of tours as they occur. Creates leave analysis as requested for certain individuals. Provides Travel Authority documents, Jury Duty, SF-71 forms, and assorted medical information as required to the Payroll Office for each employee's file. Maintains tour of duty list for Management Staff employees. Provides technical information regarding time and attendance to Management Staff employees. Calendar and Meeting Coordination Maintains a calendar of appointments, meetings, conferences, and deadlines for the Associate Director. Schedules or reschedules appointments and meetings. Ensures the AD is informed of deadlines, follow-up actions, appointments, etc. Coordinates meetings, appointments, and assembles support materials and notifying attendees. Serves as recorder & assists in the coordination of activities of committees, including: preparing agendas & handouts; transcribing, finalizing and distributing meetings minutes; maintaining listing of committee members, phone numbers, & mail routing symbols & fax numbers; preparing follow up memos regarding actions & recommendations; maintaining suspense for agenda items to be presented; maintaining committee files; & notifying members of all schedule changes & due dates. Training and Travel. Responsible for arranging official travel for the Associate Director. Prepares travel requests, arranges travel itineraries, modes of transportation and computes the estimated cost of travel and per diem. Monitors, coordinates, and documents mandated training for the Associate Director staff Requests, records, and reports all training received by the Associate Director staff. These duties include: preparing request for funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement; and preparing training reports for inclusion in the employee's Official Personnel File. Work Schedule: Monday - Friday, 8:00am - 4:30pm\nTelework: Not Available\nVirtual: This is not a virtual position.\nPosition Description/PD#: Secretary (OA) AD/PD00067O\nRelocation/Recruitment Incentives: Not Authorized\nFinancial Disclosure Report: Not required" ]

Keywords: Veterans Affairs, Veterans Health Administration, Harlingen , Secretary (OA) AD, Other , Harlingen, Texas

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