GENERAL CLERK I - OCAO - IHS

ABOUT US: At MCSG Technologies, we believe the path to success begins by empowering our employees to do what is best for our customers. This helps create value for our customers and business partners through efficiencies and cost-effective relationships that are built on trust, while delivering on-time and within budget. Our company ethos is simple Empowered to serve our customers, our communities, our colleagues.

JOB SUMMARY: This position provides support for the Oklahoma City Area of Indian Health Services.

PRIMARY DUTIES:

• Provides primary staff assistance to the Director, Division of Acquisition Management, as well as assistance to other divisions within the Office of Area Office Operations. The incumbent reports directly to the Director, Division of Acquisition Management.
• Serves as the focal point for a day-to-day administrative functions, responsible for receiving all incoming mail, making the necessary distribution, establishes and maintains a suspense system for reports and correspondence, reviews incoming correspondence to identify those requiring a response and maintains an up-to-date list of recurring reports, notifies the Director, Division of Acquisition Management and/or division director(s) of delinquent reports and other outstanding actions.
• Answers the telephone and receives visitors. Keep informed of activities of the Division and its policies and exercises discretion in supplying information to inquiries. Determines which callers should be referred to other staff members.
• Arranges appointments and conferences, conference connections, both local and long distance, and as directed monitors and makes notes of agreements reached and assignments and commitments made. Summarizes in a typed report and follows up on relaying instructions to members of the staff as required.
• Organizes meetings and conferences; notifying personnel of the time and place, anticipating their needs for documents and materials. Assures that assignments or commitments made at such meetings are completed.
• Responsible for initiating all personnel actions from the verbal instructions of the Director, Division of Acquisition Management and/or division Director(s). Works independently to set up a register of these actions and assigns an internal control number to each action.
• Reviews all incoming correspondence and independently determines whether the contents require the attention of the designated official, or can be routed to other staff members for response. Determines need for, and attaches, reference material in connection with incoming mail routed to staff.
• Reviews all outgoing mail, reports and other documents prepared for the signature or surnaming of Director Division of Acquisition Management and/or division director(s) for conformity with policy, propriety of reply, tone of letter, grammar, commitments made, for conflict with other statements of information previously released, and that all clearances have been obtained. Reviews pertinent reports, publications and other items that may be of interest to the Division, and routes the information to the staff.
• Assists in the review and establishment of correspondence practices and procedures of the Division and makes recommendations for revisions or changes as necessary for more efficient operations.
• Responsible for making travel arrangements for the staff, preparing travel authorizations, reservations, obtaining tickets, advances and preparing vouchers.
• Schedules orientation to new employees of the Division. Explains the basic overall functions and responsibilities of the Office and schedules orientations with respective organizations.
• Maintains the Divisions staff calendar and schedules appointments based on knowledge of operation and desired interest and commitments. Reminds the Division Directors of appointments, and briefs them on the matters to be considered before a scheduled meeting requested by the Division Director.