Secretary (OA)
US Department of Veterans Affairs, Asheville, NC, United States
Secretary (OA)
Duties for the Secretary (OA) to the Assistant Director includes, but is not limited to, the following:
The employee provides clerical assistance to the Assistant Director, ICO and the Privacy/FOIA Office, to include processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
The incumbent will maintain mandated Privacy/FOIA office files; prepare required and requested reports and information for submission, through the Privacy/FOIA Officer, to facility Executive leadership, VISN offices, VHA and VA Privacy Offices, Congressional offices and other Federal agencies.
Coordinates scheduling for the Executive Leadership Team (ELT) including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders.
Manage equipment and supplies for the Executive Leadership Team(ELT), which includes ordering, procuring, inventory management, and maintenance. Coordinates the supply inventory in support of reordering/stocking needed items.
Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors.
Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System- Replacement (PATS-R).
Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries.
Serve as administrator for all SharePoint and Shared Drives for the ELT
Coordinate the ELT files both hardcopy and electronic to include organization, record keeping, archiving, and pulling documents as needed.
Support the Administrative Chief and Enterprise Daily Management System (DMS) huddles by setting up teleconference line, running audiovisual components, updating board (when needed), coordinating schedule, and provide real-time support to manage huddle logistics.
Manage Action Items for the ELT including conducting initial review for accuracy/ completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission.
Manage the routing of documents incoming/outgoing for the ELT. This may include inquiries, Memorandums, board actions, agreements, and other documents. The incumbent will log, track, review, and rout the document through each step of the process.
Manages reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT.
Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence.
Works with Service Chief to ensure documents are accurate, complete, and grammatically correct.
The employee performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the OIC Program. This includes all audits and monitors identified in the annual program plan. Additionally, the incumbent will have oversight of Compliance Awareness Training, analyze the data weekly and sends notifications of delinquency, tracking to completion.
The incumbent will assist in the implementation, management, and maintenance of the Privacy/FOIA program for all WNCV ARCS facilities by reviewing facility processes and products for compliance with program requirements and assessing the facility privacy posture through periodic evaluation of the facility's collection, use, storage and maintenance of sensitive personal information.
Work Schedule: M-F 0800 - 4:30pm
Telework eligibility will be discussed during the interview process.
This is not a virtual position.
Position Description/PD#: Secretary (OA) / PD044270
Duties for the Secretary (OA) to the Assistant Director includes, but is not limited to, the following:
The employee provides clerical assistance to the Assistant Director, ICO and the Privacy/FOIA Office, to include processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
The incumbent will maintain mandated Privacy/FOIA office files; prepare required and requested reports and information for submission, through the Privacy/FOIA Officer, to facility Executive leadership, VISN offices, VHA and VA Privacy Offices, Congressional offices and other Federal agencies.
Coordinates scheduling for the Executive Leadership Team (ELT) including set up of meetings, event coordination, calendar management, and collection of needed documents for meetings including those with VACO, VISN, Congressional offices, and other key stakeholders.
Manage equipment and supplies for the Executive Leadership Team(ELT), which includes ordering, procuring, inventory management, and maintenance. Coordinates the supply inventory in support of reordering/stocking needed items.
Serve as the public face for the ELT greeting Veterans, Congressional representatives, staff, vendors, community partners, and other visitors.
Provide service recovery for Veterans and their families to include addressing immediate issues within their scope of influence, connecting with appropriate department to address their specific issue/concern, and logging/tracking issues/concerns to include in the Patient Advocate Tracking System- Replacement (PATS-R).
Manage the ELT telephones; answer calls, routing to correct person/department, checking voicemail, and responding to telephone calls/inquiries.
Serve as administrator for all SharePoint and Shared Drives for the ELT
Coordinate the ELT files both hardcopy and electronic to include organization, record keeping, archiving, and pulling documents as needed.
Support the Administrative Chief and Enterprise Daily Management System (DMS) huddles by setting up teleconference line, running audiovisual components, updating board (when needed), coordinating schedule, and provide real-time support to manage huddle logistics.
Manage Action Items for the ELT including conducting initial review for accuracy/ completion, assignment to services, tracking/collecting responses, routing for second-level and final level review, and routing for final submission.
Manage the routing of documents incoming/outgoing for the ELT. This may include inquiries, Memorandums, board actions, agreements, and other documents. The incumbent will log, track, review, and rout the document through each step of the process.
Manages reoccurring obligations such as due council/committee reports, minutes, and engagements for the ELT.
Prepare documents/correspondence for the ELT including Memorandums, Letters, Reports, Policies, Standard Work, and other documents/correspondence.
Works with Service Chief to ensure documents are accurate, complete, and grammatically correct.
The employee performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the OIC Program. This includes all audits and monitors identified in the annual program plan. Additionally, the incumbent will have oversight of Compliance Awareness Training, analyze the data weekly and sends notifications of delinquency, tracking to completion.
The incumbent will assist in the implementation, management, and maintenance of the Privacy/FOIA program for all WNCV ARCS facilities by reviewing facility processes and products for compliance with program requirements and assessing the facility privacy posture through periodic evaluation of the facility's collection, use, storage and maintenance of sensitive personal information.
Work Schedule: M-F 0800 - 4:30pm
Telework eligibility will be discussed during the interview process.
This is not a virtual position.
Position Description/PD#: Secretary (OA) / PD044270