Job Description

Job Title

Secretary (OA)

Duties

Clerical and Administrative Support: This position performs clerical and administrative support work for the Specialty Care Service. This position establishes and maintains electronic and hard copy filing and record systems related to the work of the organization, including performance indicators, reports, meetings, correspondence, regulations, policy statements, station memos, and more. This position organizes the flow of clerical processes in the office, sets up and maintains suspense files showing the status of actions and correspondence, and maintains records essential to the department's function. This position assembles and compiles information and data from available resources for reports, quality management (QM) monitors, briefings, and other purposes, and follows up with the service chief and staff members to ensure suspense are met. This position maintains files of subject matter directives and policies, purging all records and files in accordance with established procedures. This position receives visitors and telephone calls to the office, determines the nature of requests, directs callers to the appropriate staff, or personally provides desired information regarding routine or procedural matters. This position responds to both routine and non-routine requests for information, independently addressing matters that are substantive in nature. This position receives incoming correspondence, screens material prior to distribution for suspense dates, establishes controls, and follows up for the supervisor. This position provides direction and guidance to other clerical support within the organization and reviews correspondence prepared for the supervisor by subordinate staff. As needed, this position uses initiative to obtain clarification of instructions or requirements from the originating office or other appropriate focal points, and checks for spelling, typographical errors, adherence to formats, and procedural requirements. Public Contract Work, Time and Attendance (T&A), Appointment Maintenance and Scheduling: This position receives, schedules, refers, and contacts staff, agency personnel, and individuals outside the agency, including members of other government agencies and the general public. This position screens calls for supervisors and staff members, determines if calls require supervisory attention, and supplies requested information when the question concerns information that this position is familiar with or can easily obtain (e.g., status of reports, suspense dates, or procedural requirements).

Work Schedule: Monday - Friday 0800-1630 Compressed/Flexible: Telework: This position may be authorized for ad-hoc telework. Ad-hoc telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/ PD503590 Relocation/Recruitment Incentives: Not Available Critical Skills Incentive (CSI): Not Available Permanent Change of Station (PCS): Not Available

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