Job TitleSecretary (OA)DutiesMajor duties include but are not limited to:Receives visitors and telephone calls to the office of the Deputy Director;Maintains the appointment calendar for the Deputy Director and is responsible for ensuring all commitments of Deputy Director are accurate. Ensures Deputy Director is ready for meetings;Performs secretarial duties for the Deputy 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 Deputy Director to determine accuracy of format, grammar and policy and returns material for revisions prior to presentation.Establishes/maintains filing system for the Deputy 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 Deputy 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; andPerforms other related duties as assigned.Work Schedule: 8:00am-4:30pm Monday-Friday (Work schedule subject to change due to agency needs).Virtual: This is not a virtual position.Relocation/Recruitment Incentives: Not AuthorizedCritical Skills Incentive (CSI): Not ApprovedPermanent Change of Station (PCS): Not AuthorizedPCS Appraised Value Offer (AVO): Not AuthorizedFinancial Disclosure Report: Not requiredPosition Description/PD#: Secretary (OA)/ PD10553A and PD10554A
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