Secretary (Administrative Officer)

Department of Veterans Affairs

The Secretary (Administrative Officer) is located in the NY Harbor Healthcare System and works under the Associate Director (AD) of Finance and Information Management. This critical position ensures that the numerous important, daily administrative duties/functions of the AD's office are carried out seamlessly and efficiently.

• Duties include, but not limited to: The incumbent is a principal administrative support to all members of the Executive Leadership Team (ELT) of a healthcare system that consists of 2 medical centers, a Community Living Center and 2 Community Based Outpatient Clinics. The incumbent will be expected to travel to at least two (2) of the three (3) campuses on a weekly basis: (Preferably) Brooklyn VA Medical Center and to the Manhattan (Margaret Cochran Corbin VA Campus) Receives, schedules, refers and contacts employees of the organization, persons outside the organization, other government agencies, and public businesses. Receives and files all incoming and outgoing correspondence, reports, memoranda, and other forms of written communication. Draft, format and edits various correspondence (memo, actions, notices, formal replies, meeting agendas and minutes etc.) as needed for all ELT members. Proof reading and attention to detail Document management - the incumbent will ensure all documents needed for signature are routed to the respective ELT member on a timely basis, saved in the required folders and processed as necessary. Independently researches topics as requested, gather and prepares presentations in MS PowerPoint. The incumbent may need to verbally present the information during meetings. Manages multiple calendars in MS Outlook/MS Teams and schedules appointments to coordinate meetings and conferences on a daily basis. Exercises control over front office appointments. Answer and disseminate all phone calls on a multi-lined phone system. Receives visitors/guests answering questions and independently complete business involving established policy or routine matters Maintain logistics and monitors the use of services, supplies and equipment for the office. Provides general office supply and equipment support services. The incumbent will serve as back up regarding payroll activities. Serve as TMS administrator for the from office in running reports and monitoring staff training requirements on a regular and recurring basis. Must be knowledgeable and proficient in Microsoft applications (Word, Excel, PowerPoint, Access, Outlook, Teams) and Adobe Acrobat. The secretary applies and adapts guidelines, regulations, or the supervisor's policies to specific problems for which the guidelines are not completely applicable. Other duties as assigned Work Schedule: Monday - Friday, 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (Administrative Officer)/PD012080 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

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