Job Description

Job Title

Secretary (OA)

Duties

Major duties include but are not limited to:

• Receives visitors and telephone calls to the office of the Assistant Director;
• Maintains the appointment calendar for the Assistant Director and is responsible for ensuring all commitments of Assistant Director are accurate. Ensures Assistant Director is ready for meetings;
• Performs secretarial duties for the Assistant Director to include typing, taking and transcribing dictated material; compiling and preparing replies, committee minutes, and posting calendars.
• Follows up on action items to ensure timely response;
• Reviews all incoming correspondence for the Assistant Director to determine accuracy of format, grammar and policy and returns material for revisions prior to presentation.
• Establishes/maintains filing system for the assistant director. Ensuring timely retrieval as requested.
• Prepares travel arrangements, to include hotel and car rental reservations.
• Prepares all personnel actions to include access submissions. Notifies supervisory personnel when performance appraisals are due for and ensures Human Resources receives proper submissions.
• Receives and listens to patient concerns or from individuals on behalf of patients. Prepares reports of contact as necessary.
• Serves as timekeeper for the assistant director and assumes responsibility for that element of the position to include ensuring following timekeeping procedures.
• Serve as back up for other secretary's during their absence to maintain usual business.
• Orders and maintains office supplies and equipment; and
• Performs other related duties as assigned.

Work Schedule: Monday-Friday, 8:00am-4:30pm (position not suitable for Telework or compressed tour unless otherwise approved according to facility policy)

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA) / PD076500

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

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