Secretary (OA)

Department of Veterans Affairs

The position is at the full performance level located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), at the Southern Arizona VA Health Care System in the Anesthesiology Service. The primary purpose of the position is to perform duties to assist the Chief of the Anesthesiology Service by performing general office work auxiliary to the work of the organization.

• Duties include preparing correspondence and reports using office automation, screening calls and visitors, and directing them appropriately. Review all incoming correspondence, publications, regulations, and directives affecting the Anesthesiology Service, determining what requires personal action or referral. Use initiative to clarify information when needed. Assist Anesthesiology Service staff and clerks with vague instructions, brief the Chief on activities, and monitor deadlines. Prepare and review reports, memos, and correspondence for signatures, ensuring proper format, content, and compliance with policies. Handle technical correspondence with medical terminology. Maintain and update files, manuals, and procedures related to the Anesthesiology Service, ensuring timely follow-up on reports and responses. Record minutes for meetings chaired by the Chief or Assistant Chiefs and distribute them to relevant personnel. Train and support Anesthesiology Service secretaries, clerks, students, and volunteers in proper procedures and report writing. Oversee all word processing activities, conduct training, and provide ongoing technical assistance. Manage the Chief's calendar, schedule appointments and meetings, and prepare background materials. Arrange travel logistics and compile related reports. Serve as backup timekeeper, entering leave data, monitoring overtime, leave, and absences to ensure VA policy compliance, and escalate issues as needed. Requisition supplies, equipment, and publications, coordinate maintenance requests, and manage key distribution for staff. Work Schedule: Monday - Friday, 7:30 am to 3:30 am Virtual: This is not a virtual position Position Description/PD#: Secretary (OA)/PD10471O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

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