Secretary (OA)

Department of Veterans Affairs • White City, OR

372d • $54,292 - $77,955

About The Position

This position will serve as the senior executive secretary for the Director's Office within this highly complex medical VA health care facility, as a national resource to eligible Veterans providing quality residential treatment in psychiatry, addictions, geriatrics, medicine, physical rehabilitation and employment services.

Requirements

• Must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP).

Nice To Haves

• Experience in a medical or healthcare environment.
• Familiarity with VA policies and procedures.

Responsibilities

• Receives visitors and telephone calls to the Director's office. Screens callers by determining nature or purpose of call and either handles personally, or refers to other staff members, those not requiring the personal attention of the Director.
• Suspends action items from the VISN/Central Office and follows through on deadlines with the responsible staff. Ensure templates, Excel spreadsheets, and requested information is accurate.
• Devises and installs a system of office procedures and practices. As principal secretary reviews and coordinates the workflow of the administrative support staff for the Executive office.
• Provides assignments and distribution of workload as needed to ensure coverage for Tetrad member if their secretary is out of the office.
• Responsible for training, mentoring and providing direction regarding correspondence, congressional responses, publications, directives, reports and public relations responsibilities, to all levels of staff in the organization including service secretaries, administrative and clinical staff.
• Independently develops, plan, and presents annual administrative training sessions for all secretaries and program assistants in the organization.
• Independently signs routine correspondence and certain procedural authorizations in the name of the Director, per prior agreement.
• Arranges conferences for the Director and, at the request of District Counsel, Central Office officials, for meetings to be held locally.
• Independently creates, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form from handwritten drafts such as correspondence, reports, graphs, statistics, calendar, table of contents, etc., involving highly technical and specialized terminology.
• Independently reviews drafts of Director's office memoranda and correspondence and makes appropriate recommendations for necessary changes.
• Records and transcribes monthly meeting minutes for the Executive Leadership Team, station Town Halls, and other executive meetings as required.
• Serves as principle timekeeper for the Director's assigned T&Ls as well as alternate for the Chief of Staff and the Nurse Executive offices.
• Arranges travel and is responsible for the coordination of background materials for all trips for the Director and other Tetrad members as needed.
• Develops and utilizes a network of working relationships within the community by providing necessary support and services.
• Independently exercises exclusive control over the Director's appointments, with complete authority for commitments; screens all visitors for the Director, independently answering questions and completing business involving established policy or routine matters and directs questions to the appropriate staff.
• Screens all publications, directives, and periodicals, and brings those of significance to the Director's attention.
• Develops background information to be presented at various meetings by the Director.
• Attends and records the minutes of meetings which are later summarized and distributed.

Benefits

• Comprehensive benefits package including health insurance, retirement plans, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Administration of Human Resource Programs
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees