Secretary (OA) - Dental Service

The Primary Purpose of the Position is: To serve as the principal office assistant to the Chief, Dental Service and members of Dental Service administrative team performing various administrative and clerical support duties; serve as the Automated Data Processing Application Coordinator (ADPAC) monitoring overall computer application operation and status, and providing local user support, training and general guidance. AMERICA'S VETERANS NEED YOU!

Major duties include but are not limited to: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements. Independently composes and prepares nontechnical correspondence such as requests for information concerning Dental Service mission and programs; office procedures; and letters of acknowledgment, commendation, or notification.

Prepares and coordinates Dental Service memoranda and policy. Attends Dental Service staff meetings and other committee/workgroup meetings as required. Prepares and distributes agenda, takes notes and prepares minutes.

Prepares performance evaluations and correspondence to the union. Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.

Coordinates/forwards correspondence to appropriate office updating the tracking system and suspense files as required. Receives, reviews, and processes mail and correspondence for the Chief and the administrative team (includes, the Assistant Chief, Dental Service, Administrative Officer, Dental Residency Coordinator). Screens incoming mail to identify what needs to be brought to the attention of the Chief or other supervisors; referred to another Dental Service employee or site of care; rerouted to other Service(s)/offices for response or handles personally.

Maintains Supervisor's calendar and schedules appointments and meetings based on knowledge of workload and issues of importance and schedules meetings and/or conferences including those involving staff from outside Dental Service. Independently notes and follows up on commitments made at meeting and conferences by staff members. Schedules appointments and meeting without prior approval based on personal knowledge of the supervisor's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary.

Performs other clerical and administrative work in support of Dental Service. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office. Serves as liaison between the supervisor and subordinate sections.

Provides advice and guidance to staff on administrative, clerical, and procedural requirements and instructions. Updates tracker or suspense files. Independently makes travel arrangements for the Chief and using CGE (Concur), making reservations, and preparing travel order and vouchers based on the known preferences of the traveler and in accordance with appropriate travel regulations.

Serves as Dental Service Automated Data Processing Application Coordinator (ADPAC). Provides a variety of user support assistance such as training new staff on how to use the Dental software and equipment and troubleshoots when staff experience problems using and accessing the various VA and Dental Service automated systems (CPRS) and software. Troubleshoots and resolves problems staff encounter with software applications and/or equipment.

Provides equipment support for the Service including conducting and maintaining the inventory, requesting repair and maintenance, and requesting new equipment system support for Dental systems. Conducts equipment inventory using handheld bar code label scanner or equipment, ensuring programs are updated as necessary, creating menus and reports, and troubleshooting problems; and creating and maintaining the VANTHCS, Dental Service web page. Training support includes developing and monitoring the Dental Service training plan; tracking employee training; and participating in the development and delivery of in-service training.

Responsible for coordination of all processes relating to the processing of incoming residents, fellows, students, and other trainees who will be rotating through the service. Works with Education Service and HRMS to ensure all requirements including privacy and security training, verification of background checks, etc. are met prior to entry into the respective training programs. Maintains records of attendance during rotations for various types of trainees during the academic year.

Work Schedule: Monday through Friday, 7:30am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA) - Dental Service/PD035500 Relocation/Recruitment Incentives: No Authorized Critical Skills Incentive (CSI): Not Available Permanent Change of Station (PCS): Not Authorized