Secretary (OA)

Veterans Health Administration • Fayetteville, NC

17h • Onsite

About The Position

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Fayetteville VA Medical Center (VAMC), and Specialty Care Service. This position performs a variety of administrative duties to support the Chief and subordinate staff of the Specialty Care Service at the Fayetteville VAMC. Duties Clerical and Administrative Support: This position performs clerical and administrative support work for the Specialty Care Service. This position establishes and maintains electronic and hard copy filing and record systems related to the work of the organization, including performance indicators, reports, meetings, correspondence, regulations, policy statements, station memos, and more. This position organizes the flow of clerical processes in the office, sets up and maintains suspense files showing the status of actions and correspondence, and maintains records essential to the department's function. This position assembles and compiles information and data from available resources for reports, quality management (QM) monitors, briefings, and other purposes, and follows up with the service chief and staff members to ensure suspense are met. This position maintains files of subject matter directives and policies, purging all records and files in accordance with established procedures. This position receives visitors and telephone calls to the office, determines the nature of requests, directs callers to the appropriate staff, or personally provides desired information regarding routine or procedural matters. This position responds to both routine and non-routine requests for information, independently addressing matters that are substantive in nature. This position receives incoming correspondence, screens material prior to distribution for suspense dates, establishes controls, and follows up for the supervisor. This position provides direction and guidance to other clerical support within the organization and reviews correspondence prepared for the supervisor by subordinate staff. As needed, this position uses initiative to obtain clarification of instructions or requirements from the originating office or other appropriate focal points, and checks for spelling, typographical errors, adherence to formats, and procedural requirements. Public Contract Work, Time and Attendance (T&A), Appointment Maintenance and Scheduling: This position receives, schedules, refers, and contacts staff, agency personnel, and individuals outside the agency, including members of other government agencies and the general public. This position screens calls for supervisors and staff members, determines if calls require supervisory attention, and supplies requested information when the question concerns information that this position is familiar with or can easily obtain (e.g., status of reports, suspense dates, or procedural requirements).

Requirements

• Must be a U.S. Citizen.
• Must complete all required steps in the process, including the application, questionnaire, and online assessment.
• Must be able to pass a urinalysis to screen for illegal drug use.
• Must be registered with Selective Service if male and born after 12/31/1959.
• Must be able to complete an online onboarding process.
• Must provide acceptable forms of identification.
• Must participate in the seasonal influenza vaccination program.
• Must serve a 1-year probationary period or 2-year trial period.
• Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05.
• One year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization.
• Examples of specialized experience include: performing clerical/administrative duties in an office environment; answering and directing phone calls; receiving visitors; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments.
• Good verbal and written communication skills.
• Ability to perform assignments independently with minimal oversight.

Nice To Haves

• Experience that exceeds the minimum qualifications of the position including all selective factors.
• Proficiency in most of the required competencies of the job.

Responsibilities

• Establishes and maintains electronic and hard copy filing and record systems.
• Organizes the flow of clerical processes in the office.
• Sets up and maintains suspense files showing the status of actions and correspondence.
• Maintains records essential to the department's function.
• Assembles and compiles information and data from available resources for reports, quality management (QM) monitors, briefings, and other purposes.
• Follows up with the service chief and staff members to ensure suspense are met.
• Maintains files of subject matter directives and policies, purging all records and files in accordance with established procedures.
• Receives visitors and telephone calls to the office, determines the nature of requests, directs callers to the appropriate staff, or personally provides desired information regarding routine or procedural matters.
• Responds to both routine and non-routine requests for information, independently addressing matters that are substantive in nature.
• Receives incoming correspondence, screens material prior to distribution for suspense dates, establishes controls, and follows up for the supervisor.
• Provides direction and guidance to other clerical support within the organization.
• Reviews correspondence prepared for the supervisor by subordinate staff.
• Uses initiative to obtain clarification of instructions or requirements from the originating office or other appropriate focal points.
• Checks for spelling, typographical errors, adherence to formats, and procedural requirements.
• Receives, schedules, refers, and contacts staff, agency personnel, and individuals outside the agency.
• Screens calls for supervisors and staff members, determines if calls require supervisory attention.
• Supplies requested information when the question concerns information that this position is familiar with or can easily obtain.

Benefits

• Comprehensive benefits package.
• Access to a range of benefits designed to make a federal career rewarding.
• Federal employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.
• VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed