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Secretary (Mental Health)

Major Duties and Responsibilities:
o Incumbent provides administrative and clerical support primarily to Trauma Services programs within Mental Health & Behavioral Sciences (MH&BS) and also assists with support to the entire MH&BS service line.
o Provides clerical support the members of the Trauma Services programs as needed including monitoring suspense items, maintaining calendar, and producing a variety of correspondence and reports as needed.
Provides various administrative support functions such as making travel arrangements, managing files and records, establishing, and maintaining standard operating procedures, monitoring the travel budget, and maintaining training records.
o All Service documents will be treated at all times as confidential and the incumbent is aware and understands both the confidential and copy write issues involved.
o Receives and answers routine telephone inquiries.
Receives, routes, and distributes mail.
Maintains and replenishes office supplies.
o Prepares correspondence, proficiency reports, policies and procedures, reports, minutes of meetings, and other written data using a variety of software applications, including word processing, spread sheets, and VISTA.
Updates manuals on policies, directives, studies, etc.
o Performs a wide variety of record keeping, reporting, and informational duties in support of organizational programs, projects, and studies.
o Prepares personnel actions as directed or takes own initiative in preparing actions in cases of name change, transfer, promotion, appointment, resignation, retirement, change of cost centers, or disciplinary purposes as necessary.
o Responsible for clearance of employees upon separation (resignation, retirement, termination, etc.
) o Responsible for generating, consolidation and maintenance of Northeast Program Evaluation Center (NEPEC) Reports.
o Serves as the AIS Coordinator in the identification, analysis, and resolution of problems with computer hardware, software applications, and telephones, by receiving calls/E-mails regarding problems and either providing assistance to correct problem or relaying information to OI&T.
o Serves as liaison between staff and the OI&T staff.
Uses NOIS System and electronic work order system appropriately for problem resolution, equipment moves, etc.
o Is able to teach various applications/programs, i.
e.
, VISTA, Outlook, word processing, spread sheets, etc.
Provides basic AIS training to new staff, i.
e.
, ETA entries, E-mail, Staffing/Scheduling programs, or other applicable programs used in the VISTA and/or PC software.
o Serves as TMS coordinator by inputting data for employee training, authorized absences, etc.
Tracks training for Mental Health & Behavioral Sciences staff.
Maintains individual training files as needed.
Performs other directly related duties as assigned.
Work Schedule:
8:
00 a.
m.
to 4:
30 p.
m.
Relocation expenses and/or incentives have not been authorized.


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