Secretary (OA)

As Secretary to the Chief of Staff (COS), the incumbent acts as the Chief of Staff's confidential secretary and must have knowledge of COS policies, viewpoints, and attitudes. The position requires a detailed working knowledge of programs under COS supervision to relieve the COS of routine duties and to provide maximum assistance. The incumbent serves as the initial point of contact for all business relating to the Chief of Staff. Duties include but are not limited to: Establish appropriate deadlines for action items. Exercise control over the Chief of Staff (COS) appointments, establish & adjust priorities and rescheduling appointments as necessary. Determine and assist with the proper course of action on administrative matters. Maintain a file of information on critical issues to be brought to the COS upon their return. Serve as the recorder for assigned committee meetings. Process incoming communication received by electronic transmission, fax, and mail. Takes and transcribes dictation, verbal instruction, and/or taped material into letters, endorsements, messages, office instructions, and reports with responsibility for sentence structure, grammar, and spelling. Process phone calls and receive visitors to the Executive Office. Act as a liaison between the executive team and facility staff. Serves as a resource, advising staff at all levels of facility policies, office procedures, correspondence formats, grammar and writing, word processing skills, and other administrative support functions. Screen all correspondence prepared for the COS's approval and/or signature. Devises and installs office procedures and practices to be used by secretaries and subordinate offices. Develops complex committee agendas from items needing the committee's consideration, setting appropriate time parameters, and ensuring documents needed for the meeting are available. Respond to inquiries and administrative problems identified by staff, agency officials, and outside organizations Arrange for meeting facilities, including audiovisual equipment, teleconferencing equipment, etc. Skill in determining when new or adjusted procedures are needed. Work Schedule: Monday-Friday; 7:30am-4:00pm Telework: Ad-hoc- not on a reoccurring basis Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD802880 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure: Not Required