Maintains files and records in an efficient, complete, and easy-to-retrieve manner.
Prepares and/or reviews outgoing correspondence for signature(s) of the Chief of Staff, Deputy Chief of Staff, Executive Officer to the Deputy Chief of Staff, and other Pentad members for proper format, accuracy, and completeness, adherence to procedural instructions, grammar, typographical errors, and necessary enclosures.
The person is intricately involved in customer service activities rising to the level of the Office of the Chief of Staff and must possess a high degree of skill in oral and written communication as well as interpersonal relations.
Performs timekeeping duties for assigned Time and Leave Units for service chiefs of clinical services and other personnel assigned to the Chief of Staff Service.
Responds to routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files.
Serves as recording secretary to a variety of different committees that require cognizance of the programs and that impact the overall operation of the Medical Center, i.e., Medical Executive Board, Controlled Substance Review Board, Medical Dental Staff Meeting, Integrated Ethics Committee, and Access Oversight Committee. Discretion and confidentially is required in some situations.
Screens all calls and visitors with skill, tact, and sound judgment, independently handling most requests and problems on own initiative, referring to appropriate service chief or staff member and forwarding to the Chief of Staff only those calls or visitors requiring his attention.
Maintains suspense file on items requiring Chief of Staff's concurrence approval, which have been staffed out to service chiefs of clinical services for reply/action.
Receives, schedules, refers, and contacts patients, beneficiaries, and members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.
Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication, including but not limited to publications, regulations, and directives. Determines those that can be acted on and takes necessary action.
Other duties as assigned
Work Schedule: Monday-Friday 8:00-4:30pm, subject to change based on the needs of the facility.
Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Position Description/PD#: Secretary (OA)/ PD032880
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Physical Demands Must be physical and mentally alert in order to perform the duties of the secretary to the Chief of Staff. The work is primarily sedentary, however there is some walking, bending, and carrying of light items such as files, manuals, medical records, etc.
Work Environment Work is performed in an office setting. Work is often stressful due to volume, very short turnaround time, and numerous interruptions.
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