Secretary

Full Job Description

This position is located in the Health Services Division, Integrated Support Services Directorate, Chief Operating Officer. The position description number for this position is 453041.

The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. The incumbent of this position will work a flexitime work schedule.

This is a non-supervisory, bargaining unit position.

Applicants must have had progressively responsible experience and training sufficient in scope and quality to furnish them with an acceptable level of the following knowledge, skills, and abilities to perform the duties of the position without more than normal supervision.

Ability to perform office coordination activities.** Knowledge of mail, correspondence, and report processing.** Ability to provide customer service and support.** Ability to plan, organize and execute work.

Ability to Communicate Effectively Other than in Writing. Major Duties:

This position is in the Health Services Division (HSD) within the Integrated Support Services Directorate (ISS).

The Health Services Division is responsible for the occupational health and wellness program and workers compensation program for Library employees and emergency medical response for employees and visitors to the Library.

The Secretary is responsible for providing exemplary customer service in the form of greeting and registering employees arriving at the clinic, answering phones and assessing the nature of the calls and referring customer issues to healthcare providers (Medical Doctors and Nurse Practitioners) as necessary.

This also includes assisting employees with the submission of medical documentation and providing administrative assistance to health care providers by collecting and entering data and maintaining fully complaint health records while adhering to patient confidentiality.

Customer focus, discretion, tactfulness, courtesy, and follow-through are key elements of this position.

The Secretary may also assist in scheduling appointments/meetings, reserving conference rooms, assembling meeting materials and reports, and assisting the office manager in maintaining and ordering office supplies and tracking requisitions to ensure timely completion.

May be assigned Web TA timekeeper duties. Proficient in the use of Microsoft Office software.

The Secretary will also review, process, and screen incoming physical and email correspondence in accordance with priority and route and distribute physical mail and email to appropriate individuals.

Establishes and maintains office records of suspense files to ensure actions are up to date and follows up on suspense dates to ensure that required actions and responses are made within a specific deadline.

When directed, the secretary prepares a variety of correspondence, reports, and other documents, and proofreads/editis correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.

Creates and maintains information in office databases to include electronic medical records.

Develops methods for automating recurring reports and retrieves information from various Library systems to produce reports in response to requests for information and tracks performance.

Performs records management duties and responsibilities.

In coordination with the HSD office manager, creates, organizes, maintains, and manages the office file plan in accordance with Library of Congress policies.

Maintains all other folders in accordance with records management policies. Maintains technical publications and manuals.

Ensures publications are current and correctly posted, and obsolete publications are rescinded in a timely manner. Participates in the development and implementation of administrative procedures.

Identifies areas for improvement and recommends procedures, reporting and/or control mechanisms to enhance operations. Performs other duties as assigned.

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.