Job Description

Administrative Support Secretary

Major Duties:

• Perform a variety of duties using knowledge of administrative support and health care operations, as well as a thorough knowledge of office procedures to support the Chief of Staff (COS) for the EPVAHCS.
• Possesses knowledge of administrative processes and procedures and can explain them to Service Chiefs, AOs or their secretaries. Policies/procedures are promulgated by the COS or Director after obtaining clarification from the source.
• Responsible for the coordination of the COS's calendar and must coordinate and contact individuals outside the agency ranging from other government agencies to the general public.
• Primary EPVAHCS contact for the William Beaumont Army Medical Center residents.
• Processes incoming/outgoing materials such as correspondence, reports, memoranda and other forms of written communication.
• Edits letters, composes letters/reports, reviews correspondence for accuracy/completeness, prepares public presentation outlines and develops standard or form letters and replies to inquiries.
• Serves as the primary timekeeper for COS office.
• Serves as alternate timekeeper for all services under the COS and other Executive Leadership team members.
• Types and maintains confidential proficiency ratings on Chiefs of professional services.
• Prepares correspondence for the signatures of the COS, Executive Assistant, other clinical Service Chiefs, administrative Service/Section Chiefs under the COS and the VIST Coordinator and maintains records/files for the same.
• Responsible for completing meeting minutes for at least three clinical committees in a comprehensive and timely manner.
• Serves as the primary coordinator for responding to congressional correspondence. This includes receiving the request, assigning, tracking, monitoring and following until completion and sending a response to the congressional office.
• Schedules appointments, coordinates meetings, and/or schedules conferences.
• Obtains/monitors the use of services or equipment for the office of the COS.
• Enters requests for purchase of supplies and/or equipment.

Work Schedule: 7:45am-4:30pm, Monday-Friday

Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD010710

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

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