Secretary; Lead Staff Assistant

Position: Secretary (Lead Staff Assistant)
Staff assistants acts as liaison and handles communication with many individuals, organizations and groups to assure coordination of services and ongoing communication with key internal and external stakeholders. Interface is also provided with consumers, academic affiliations, Veterans service organizations, Headquarters staff offices, Congressional members, Veterans Affairs committee staff and others influencing the VISN.

Administrative Support

Serves as Lead Staff Assistant to multiply VISN employees and to VISN Executive Leadership Team (ELT) providing a wide range of administrative support. Serve as Lead to other front office staff members and the ELT. Based on knowledge of the Leadership member's views, preferences, and policies, provides accurate and timely advice on procedures, reports, requirements, and other matters necessary to implement the office policies, directives, and instructions.

Facilitates the performance of the Leadership member's work by relaying information and requests to officials within and outside the organization.

Receives, screens and manages office calls, email, visitors, and correspondence. Maintains the Leadership members' calendars and supports the ELT. When necessary to decline invitations to meetings, etc., arranges for representation by a subordinate official if required. Makes sure the ELT members (or representatives) have back-up information regarding appointments and briefs them on information she/he should know regarding the appointment and/or meeting.

Schedules appointments on own initiative based on personal knowledge of Leadership member's workload and current issues of importance. Reviews incoming correspondence, determines necessary action, routes and tracks items, and follows up on requests that can be handled personally.

Correspondence Control, Action Items, Suspense Monitoring

The incumbent manages all incoming executive correspondence to determine the nature of the problem and/or request for data and assign the appropriate office that has the staff responsibility regarding the concerns addressed by the correspondence.

The incumbent will evaluate correspondence, action items and suspense items to ensure that they are timely, complete, and appropriate for the VISN Director's concurrence or approval. The incumbent will monitor correspondence, action items and suspense items trends for responsible facilities, and monitor the effectiveness of correspondence and suspense procedure,

Payroll and Travel

Performs a variety of clerical and technical work that results in the bi-weekly or monthly determination of pay for civilian employees, incumbents examine human resources actions, pay changes, and employee requests to ensure accuracy of data submitted to payroll which serve as a basis for pay and leave computation and affect the disbursement of pay.

Office Management and Communication

Incumbent serves as Lead Office Manager for the Network Director's office and ensure practices and procedures used by other office staff are consistent. As Network continues to grow, coordination and communication with department heads from site to VISN and to VHA level must be adhered to provide seamless onboarding of employees. Incumbent manages communication Develops and implements orientation and for incoming employees new to VISN office.

Work Schedule:

Monday - Friday, 7:30am - 4:00pm OR 8:00am - 4:30pm

Telework:
Available for Ad-Hoc

Virtual:
This is NOT a virtual position.

Position Description/PD#:
Secretary (Lead Staff Assistant)/PD003970 and PD004680

Relocation/Recruitment

Incentives:

Not Authorized

Permanent Change of Station (PCS):
Not Authorized

Financial Disclosure Report:
Not required