Secretary (OA)

Summary

This position is located under the Office of Environmental Management in Fargo, ND VA Health Care System. The incumbent serves as a Program Support Assistant (PSA) for the Chief, Environmental Services. Additionally, the incumbent is expected to assist the service Chief with development of proposals, evaluate outcomes, for the purpose of developing and coordinating new initiatives into the Service.

Duties

Duties for the position include but are not limited to:

• Serving as contact person for employees in agency, other agencies, or users of agency services.
• Analyzing and evaluating considerable information pertaining to funds, staffing, etc.
• Assuring that office routines are carried out fully and that assigned workload is met in a timely manner.
• Receiving visitors and telephone calls with tact, diplomacy, and efficiency. Resolves a variety of routine inquiries based on a thorough knowledge and understanding of the functions of the organization.
• Transmitting and receiving electronic mail providing information and/or direction as appropriate.
• Scheduling appointments and meetings on own initiative based on knowledge of current workload and issues of importance to the service.
• Establishes and maintains effective working relationships with agency customers, co-workers, and others who impact the Service. Serves as POC for individuals needing comprehensive information from the Chief, EMS and Laundry Supervisor and Assistant Chief, EMS.
• Conducting personnel management activities, including preparation of service, organization and functional charts.
• Coordinating and recording education/training needs for staff. Facilitates the completion and submission of all staff requests for educational leave and funding, maintaining a knowledge of established guidelines for justification in requesting tuition, travel expenses and leave.
• Scheduling appointments, coordinating meetings, and/or scheduling meetings.
• Providing background on subject matter of meetings without direction on own initiative, reschedules meetings and appointments when it is apparent that previous schedules cannot be met.
• Processing incoming and outgoing mail such as correspondence, reports, memoranda, and other forms of written communication.
• Keeping records of cost transfers, vouchers, training requests, travel authorities and travel vouchers.
• Maintaining files in proper order according to manual requirements including proper disposal of restricted material.
• Establishing, maintaining, and updating Service files to include circulars, directives, and facility memorandums.
• Controlling all timecards for service employees ensuring proper endorsements and enters data into computer for payroll processing.
• Serving as the primary timekeeper for the Work Study, (WSP), Program.
• Making a conscientious effort to produce Housekeeping requests for supplies in a timely manner, to prevent delays and/or out-of-stock situations.
• Maintaining fund control accounts, contracts, sharing agreements, and cost centers for accurate disposition of allotted monies through IFCAP system.
• Auditing and entering adjustments when necessary.

Work Schedule: M-F 08:00am - 04:30pm.

Telework: Not eligible.

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/ PD401070

Relocation/Recruitment Incentives: Not Authorized.

Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.

Financial Disclosure Report: Not required.

Bargaining Unit Position: Yes

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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