IVH-A EXECUTIVE SECRETARY II

Essential Functions

• As Secretary to the Administrator of the Anna Veterans' Home provides information and data to Management level staff relating to programs in their assigned area or to individuals seeking admission to the Facility prepares reports to the Administrator of matters addressed by Federal State or local elected officials takes and transcribes dictation for the Administrator composes and correspondence and signs for the Administrator.
• Collects analyzes interprets and assembles data from various Department heads e.g. work volumes performance indications quality measures for the Administrator's development evaluation and modification of programs within the facility. Monitors projects assigned to other facility staff prepares progress reports and advises the Administrator of project status and problems. Coordinates administrative activities and staff meetings.
• Reviews all external correspondence confers with Administrator prepares response or distributes to appropriate authority for action or response. Maintains confidential files and independently determines information to be disseminated to internal or external sources. Responds to all Freedom of Information requests for the Facility.
• Types and assembles facility Policy and Procedures Manual updates manual to comply with United States Department of Veterans' Affairs Standards of Care and distributes update to all employees. Attends meetings and types minutes for various facility committees and labor management meetings.
• Answers telephones and assists with internal communications by distributing mail drafting memos and posting information on bulletin boards.
• Prepares evaluations of staff reporting to the Administrator and maintains in confidential files.
• Reviews all Incident Reports unusual occurrences in program activities and refers particular problems to the Health Care Review Committee monitors progress on program problem resolutions.
• Reviews internal documents e.g. vouchers requisitions census reports for the Administrator and affixes their signature as approval.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and one (1) year of secretarial experience or completion of high school and three (3) years of secretarial experience.

Preferred Qualifications

• Two (2) years of experience with agency programs, rules, and regulations.
• Two (2) years of experience handling confidential information and sensitive data.
• Two (2) years of experience working with spreadsheets and using them for reports.
• Two (2) years of experience multi-tasking and meeting deadlines in a time sensitive environment.
• Two (2) years of experience establishing and developing written instructions and procedures.
• Two (2) years of work experience utilizing Microsoft Office Suite programs or similar computer programs.
• Two (2) years of work experience operating common office equipment and tools.

Conditions of Employment

• Requires the ability to pass a background check.
• Requires the ability to pass a drug screen and pre-employment physical.
• Requires the ability to meet all agency vaccine/health-related policies and guidance.
• Requires ability acquire and maintain Cardiopulmonary Resuscitation (CPR) certificate.
• Requires the ability to utilize office equipment, including personal computers.
• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
• Requires ability to travel in the performance of duties, with overnight stays as appropriate.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.