Secretary

The Secretary position in the Facilities Management Service falls under the James A Haley VA Hospital. The position reports to the Administrative Officer of FMS. The secretary is integral in dealing with personnel outside of the FMS hierarchy and is the face of the FMS section. They are required to work with multiple sections within the hospital and build a coalition between services in order to accomplish daily tasks. Functions as the primary facilitator and overseer of a complex multiphase administrative office operation. Insure that a high level of efficiency is maintained. Readjust workloads; which includes the workload of those personnel over whom the incumbent has supervisory responsibility. Effective supervisory abilities are required to ensure the interpersonal relations are maintained in such a manner as to efficiently carry out the administrative aspects of the Facilities Management Service Program. Duties include but are not limited to: Collects and complies data on the administrative and managerial aspects of the clerical staff and functions. Composes correspondence personally for signature of Chief of Facilities Management Service. Distributes materials to service personnel and follows up to ensure that action is completed in accordance with established time limits. Maintains contact with personnel from other services regarding services and general information complaints. Handles calls personally, giving requested information or taking other action based on knowledge of work flow and organizational policy. Initiates calls for information pertaining to administrative and office management matters. Maintains the Chief, Facilities Management Service calendar for appointments, meetings, and conferences. Schedules conferences notifies participants, assembles appropriate materials, etc.; attends meetings and prepares minutes. Makes all necessary arrangements for official travel performed by the Chief, Facilities Management Service and his administrative staff. Support the Chief in the planning of special events, projects, workshops, national conferences and coordination of Task Groups. Performs review of all material submitted for supervisor's signature; ensures compliance with policy and procedural requirements. Develops and maintains computerized spreadsheets which satisfy various program requirements of the service. Inputs all computer purchase orders for the service. The incumbent must be proficient in MACintosh WordPerfect, MACDraft, Excel, MACPaint and the Autocad system Work Schedule: Monday - Friday 8:00am - 4:30pm Position Description/PD#: Secretary/PD066330