Secretary (OA)

Summary

This position is in the Engineering Service Line located at the Columbia VA Health Care System, Columbia, SC. The primary purpose of this position is administrative and program support for all internal and external Engineering Service-related activities and customers and supports Engineering in meeting the Medical Center's mission. The incumbent is under the supervision of the Chief of Engineering Service.

Duties

Major duties include, but are not limited to the following: Independently maintain schedule and calendars for the Chief and Assistance Chief of the Engineering Service, according to priority, programs, and time. Schedule meetings for Engineering leaders; prepares agendas, take attendance, and take minutes at staff meetings and/or as directed. Independently track open tasks from meetings, to ensure necessary action was taken from appropriate personnel and reports to the Service Chief. Prepare travel documents for local and regional meetings, and conferences for leaders and staff. Prepare all necessary documents required by the hiring manager/s in preparation for conducting interviews. Assist Engineering leadership by, screening of all phone calls routed through the administrative office and acting as the liaison with all internal and external staff, monitoring and prioritizing messages. Route higher priority concerns to the appropriate supervisor/section, and/or Chief, when immediate escalation, attention, and action are necessary. Prepare official correspondence, utilizing appropriate VHA guidelines, format, and appropriate grammar, addressing the Union, Employee/Labor Relations, and Executive Leadership, routing for all required signatures. Serve as primary timekeeper for all Engineering Service employees, for 24/7 operations in 16 Time and Leave groups, in the appropriate timekeeping system; must keep up with all work schedules for all employees and enter daily tours accurately, as well as charge for leave used or for additional hours worked that have been approved by the appropriate supervisor. Serve as the Service Training Administrator and advises staff of mandatory training requirements, as well as monitors, and reports progress of completion, to the Service Chief. Serve as the Primary Sponsor for the Service, regarding the government issued identification badge process, by obtaining and entering confidential information into a secure government portal, for employees to be able to do their duties regarding door and computer access; mandatory training, enter Human Resource and Finance tickets and government email. Monitor the Engineering equipment list for equipment upcoming of its life cycle expectancy, informing the correct supervisor 1 year prior of the date, so appropriate action can be taken to procure replacement equipment timely. Utilize and maintain knowledge of multiple computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook. Maintain Engineering Labor Mapping for all employee workloads and ensures labor mapping is coded correctly for each employee. Maintain fund control point balances and spending of high dollar amount purchases and reports out during the monthly engineering leadership meeting. Ensure all invoices receive certification action within a timeframe so late fees are not incurred. Perform other related duties as assigned.

Work Schedule: Monday through Friday, 8:00am - 4:30pm
Compressed/Flexible: Not available
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (OA) / PD11257-0
Relocation/Recruitment Incentives: Not authorized
Permanent Change of Station (PCS): Not authorized
Financial Disclosure Report: Not required

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