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Secretary (Office Automation)
This position is located in the Branch of the Business Office
in a facility of the Indian Health Service.
The position is responsible for the full range of clerical services
to support the Business Office operations.
II. MAJOR DUTIES:
General Clerical and Supportive Tasks: 80%
Reviews incoming correspondence, refers to supervisor that which
requires his personal attention, routes other incoming materials
to indicated locations and to individuals. Reviews memoranda, publications,
etcetera, preparing pertinent comments to call to supervisor’s
attention items pertaining to his area of activities.
Composes letters, memoranda on such matters as requests for information
on status of contracts, scheduling of appointments, conferences,
meetings, acknowledgement of correspondences received, referrals
of matter of clearance or other correspondence relating to the
Business Office process. As directed by supervisor, prepares instructions
for subordinate offices or employees to implement higher echelon
directives concerning procedural or administrative requirements.
Reviews outgoing correspondences for procedural and grammatical
accuracy, conformation with general policy, style, and adequacy.
Returns to writer for correction, errors or inadequacies.
From general instructions of supervisor, searches files, contacts
personnel from other organizational segments, other agencies, or
complies library reference materials, to obtain information for
studies, meetings, conferences or general background materials
for supervisor’s information or use. Prepares recurring or
special reports and follows through to completion on all matters
requiring action. Informs and instructs technicians and lower grade
secretarial and clerical personnel in the office in established
procedure for the preparation and clearances of correspondences,
action documents, and other clerical and administrative practices.
Makes travel arrangements for supervisor, maintains itinerary
of travel, and prepares travel vouchers upon completion of travel
for all employees of the Branch of the Business Office.
As assigned by the supervisor, who outlines methods and controls,
conducts any special studies required.
Employee is responsible for monitoring the budget established
for the Branch of the Business Office, which includes responsibility
of requesting and receiving all necessary supplies and services
for this branch including the preparation of all required procurement
Employee is responsible for completing all necessary H H S-350
personnel training actions for the Branch of the Business Office
and for follow up relating to the training process.
Files and updates all documents related to Business Office operations.
Personal and Telephone Contacts 10%
Receives telephone calls and utilizes knowledge of the organization,
programs, operations and procedures to make proper disposition
of inquiries. Question callers to the extent necessary to establish
or clarify the nature of the call and information required. Selects
those inquiries, which can personally be answered without reference
to supervisor or staff members, including matters requiring substantive
program knowledge, or are sensitive or controversial in nature.
Takes callers concerned with urgent matters to most appropriate
staff member or organization. Initiates calls or contacts as directed
by supervisor to obtain or furnish information or as personally
known to be necessary from knowledge of procedures or past actions.
Observes the rules of confidentiality in the retention and dissemination
of privileged information.
Maintains supervisor’s activity calendar. Based upon knowledge
of plans and previous commitments, schedules appointments and makes
arrangements for conferences without prior clearance. Assembles
background material for supervisor. Attends meetings and prepares
report of the proceedings.
Serves as a timekeeper for the Branch of the Business Office personnel.
Overtime, comp time, and leave slips from supervisors to prepare
timecards. Maintains time records (leave, comp time, overtime,
etcetera.) on each employee. Distributes and files employees’ earning
and leave statements. Prepares error notices, leave or salary corrections,
donated or restoration of leave, advance leaves, etcetera.
Factor 1 – Knowledge Required by the Position:
Knowledge of the substantive programs and activities of the office
as they relate to clerical and administrative functions involved.
This includes an awareness and understanding of the purposes, objectives,
commitments and priorities of such programs and activities to perform
both recurring and special assignments.
Knowledge of a variety of office operations including telephone
and receptionist services; disposition of mail; origination, review
and control of correspondence and other documentation; arrangements
for meetings and conferences; maintenance and disposition of files
and records; search and compilation of data from files and other
sources; travel and transportation arrangements and reporting;
requisition of supplies, maintenance and other services; initiation
of personnel and training actions and serves; preparation of time
and attendance reports and other clerical and administrative procedures
and requirements peculiar to the organization of assignments.
Knowledge of the nature and contents of publications, forms and
other guidelines or informational material pertinent to carrying
out or coordinating office work and specific program activities.
Knowledge of supportive office services including maintenance,
supply, reproduction and custodial services and of procedures applicable
to securing, controlling, acquiring authorization for and justifying
Skills of a fully qualified typist to operate a manual, electric,
and automatic typewriter. Skill to efficiently utilize office automated
equipment such as word processors, personal computers and printers.
The position also requires the knowledge of various software (that
is, WordPerfect, Microsoft Office 97, Lotus 1-2-3, P C tool, D
O S, Paradox, Harvard Graphics) to perform automation duties: word
processing, electronic mail, calendar, database management, desk-top
publishing, graphics, charts and spreadsheet. Also will utilize
the R P M S system for preparation of Automated Resource Management
System (A R M S) acquisitions for supplies or services.
Knowledge of grammar, spelling, capitalization and punctuation
needed to type a variety of material accurately from written sources
or voice recordings. The knowledge of the normal formats, forms
typing policies and common terminology of the office or unit for
which the work is done.
Knowledge of D H H S Travel policies for domestic travel in order
to prepare travel orders, vouchers, advances, and to make all other
travel arrangements for the traveler.
Knowledge of D H H S Timekeeping policies for preparing timecards,
error notices, leave corrections, overtime, comp time, recording
on 564’s for status of leaves, etcetera.
Incumbent is required to have knowledge of an extensive body of
rules, procedures and operations, and knowledge of organization
and functions of the office in order to perform all procedural
work of the office. This includes knowledge required for the establishment
and monitoring the commitment register for the Branch of Contracts
and Grants. The incumbent must have a basic knowledge of bookkeeping
in order to properly record all expenditures and to rectify those
expenditures with financial reports on a monthly basis.
Knowledge required to prepare all training requests for the Branch
of the Business Office, and maintains files in accordance with
established training policies.
Knowledge required for properly preparing and maintaining files
and follow up actions on the personnel required documents including
S F-52’s, Evaluation reports, etcetera.
Knowledge required for the preparation of internal reports in
the Branch of the Business Office, as well as external reports
required by Headquarters or other higher authority.
Transmits messages and instructions from supervisor pertaining
to major activities and important projects in which the organizational
segment is involved, to keep his staff informed on matters relating
to their areas of interest. Maintain record of progress on assignments,
setting up schedule of reporting dates according to the requirements
of the assignment, and assures that deadlines are met.
Factor 2 – Supervisory Controls:
The Business Office Manager defines the overall objectives and
priorities of the work of the offices of the Branch of the Business
Office. The secretary plans and carries out the work, handles problems
in accordance with established instructions, priorities, policies
and commitments made by the supervisor.
Example: The secretary receives telephone calls and visitors, through her
own initiative determines which matters/questions can be answered
by other officials within the organizations or herself, should
these answers not require substantive, technical knowledge. The
secretary keeps the supervisor’s calendar, schedules appointments,
conferences without prior approval of the supervisor, but based
upon her knowledge of his scheduled activities and appropriately
briefs the supervisor on all matters to be considered before the
meetings. The secretary may receive request for information concerning
the organization’s programs and based upon her own knowledge
and information available in the records, personally furnishes
or see to it that this information is furnished within a specific
time period. The secretary will, based on the information provided
by the supervisor concerning the purpose of conferences, training
sessions, negotiations, etcetera, and people to attend, make all
necessary arrangements, including space and contacting people and
all of the matters pertinent to the successful conclusion of the
gathering. This includes final report based upon transcription
of recordings of the meetings or based upon her notes taken during
the meeting. The secretary will receive and read all incoming correspondences
and reports, screens those items which can be handled personally
and forwards rest to the supervisor or appropriate staff members.
The secretary will review all outgoing correspondences for procedural
and grammatical accuracy in conformance with general policy, etc.,
and advise of any deviations or inadequacies. The secretary signs
routine correspondences of a non-technical or delegation nature
in the supervisor’s name or in own name as the secretary
to the supervisor. Completed work is reviewed by the supervisor
for adequacy, appropriateness, and conformance to established policy.
Factor 3 – Guidelines:
The secretary works with the guidelines that typically include
dictionaries; style manuals; agency instructions concerning correspondence,
time and attendance; training manuals; personnel actions; and procedures
to be followed in establishing complete contract or grants files.
The secretary is responsible for locating and selecting appropriate
guidelines, references, procedures for application to specific
cases regarding specific types of contracts, legal documents, financial
Factor 4 – Complexity:
The Secretary’s work consists of providing typing, clerical
services and research for the Business Office Manager, and other
staff members, maintaining office files, sorting mail, and referring
phone calls and visitors to the appropriate staff members. She
is also responsible for maintaining commitment register for the
Business Office budget and is responsible for requisitioning all
supplies, printing, maintenance services for making all travel
arrangements for staff members and completing travel forms, arranging
for meetings and preparing scheduled reports from information available
in the files.
The secretary is responsible for preparing reports on non-recurring
basis as requested by Headquarters or other higher authority by
researching procurement reports or other legal documents on file
in the office.
The secretary is responsible for setting up conferences or negotiations
and as necessary, arranges for travel and hotel accommodations
for conference or negotiation participants or Headquarters level
visitors, such as auditors, etcetera, when their schedules and
commitments are known.
Factor 5 – Scope and Effect:
The accuracy and completeness of all work done by the secretary
continues to have effect on other levels as to work as carried
out. The accuracy and completeness of printing and maintaining
third party billing and collection reports and of typing error
free documents is absolutely necessary in carrying out the specific
procedural and legal requirements of the Business Office process.
The accuracy and completeness of the reports affect the reliability
of the revenue to be projected for the facility which in turn affect
the accuracy and reliability of the facility budget. The accuracy
of consolidating reports as submitted by service units and other
subordinates units is absolutely necessary as the reports are transmitted
to Indian Health Service which is further transmitted to H S A
and to department levels. The overall scope and effect of this
job goes far beyond the immediate confines of this office.
Factor 6 – Personal Contacts:
The personal contacts of the secretary are with individuals within
the Indian Health Service facility at all levels including the
Area executive staff, with Headquarters personnel of various departments
and with higher level agency personnel such as D H H S and P H
Factor 7 – Purpose of Contacts:
To assist Facility and Area personnel by way of answering questions
relating to the Business Office process. To schedule conferences
or conference calls with higher agency personnel. To arrange meetings
with current or prospective staff members and to follow up on submittals
of information as defined in previous conferences.
Factor 8 – Physical Demands:
The work is sedentary. Typically, the employee may sit comfortably
to do the work. However, there may be some walking; standing; bending;
carrying of light items such as papers, books, small parts, driving
an automobile, etcetera. No special physical demands are required
to perform the work.
Factor 9 – Work Environment:
The work environment involves everyday risks or discomforts which
require normal safety precautions, typical of such places as offices,
meeting & training rooms, libraries, an residences or commercial
vehicles, for example., use of safe work practices with office
equipment, avoidance of trips and falls, observance of fire regulations
and traffic signals, etc. The work area is adequately lighted, heated