Secretary (Office Automation)

Veterans Health Administration • Orlando, FL

9d • Onsite

About The Position

This position is located within the Facilities Management Service (FMS) at the Orlando VA Health Care System in Orlando, Florida. The Secretary provides principal administrative and clerical support to the FMS leadership team, coordinating office functions, communications, and workflow to support the VA’s mission and services to Veterans. This is not a virtual position; the employee must live within or be willing to relocate within a commutable distance of the duty location.

The incumbent serves as the primary Records Management designee and timekeeper for FMS, supports information security and records compliance, maintains the service’s SharePoint content, and prepares and routes documents and correspondence. The position also provides routine office support, manages calendars and meetings, prepares committee materials, and tracks assignments, project work, and deadlines.

Requirements

• One year of specialized experience equivalent to at least the GS-5 grade level in Federal service, including scheduling meetings, interviews, and appointments; maintaining leadership calendars; preparing agendas, minutes, and committee reports; receiving phone calls and visitors; using office automation software and equipment; taking and delivering accurate messages; and maintaining basic office filing systems.
• Ability to type at least 40 words per minute.
• Must be a U.S. citizen.
• Must complete the application, questionnaire, and required online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Must complete a background/security investigation and online onboarding requirements.
• Must participate in the seasonal influenza vaccination program as required for Department of Veterans Affairs Health Care Personnel.
• Must serve a one-year probationary period.
• Must live within or be willing to relocate within a commutable distance of the duty location.

Responsibilities

• Serve as the primary Records Management designee, ensuring compliance with VA Handbook 6300 series records-retention and accountability requirements and VA Handbook 6500 information-security requirements.
• Manage updates and revisions to the service SharePoint site, ensuring information, data, and resources are accurate and accessible in accordance with VA SharePoint Governance Guidelines and local procedures.
• Prepare, review, and route documents for signature and distribution.
• Review outgoing correspondence for formatting, policy conformance, and grammatical accuracy, and ensure required background materials and local guidance are included.
• Review and report FMS national Action Items and site-visit tracker dashboards weekly, ensuring submissions are accurate and timely.
• Obtain and compile information from VA sources, research regulations, and prepare packages for supervisor review.
• Compose correspondence independently based on the supervisor’s views, including acknowledgment letters, administrative memoranda, and policy communications.
• Serve as the primary timekeeper for the Facilities Management Service and ensure timekeeping is accurate and timely.
• Submit requests through the Office of Information and Technology portal as requested to support employee and supervisor needs.
• Perform general clerical duties, including answering phones, filing, and greeting visitors.
• Handle inquiries that do not require specialized knowledge, using personal knowledge or office files.
• Respond to information requests and prepare one-of-a-kind reports using office records and data.
• Schedule meetings, interviews, and appointments, and maintain calendars for FMS leadership.
• Prepare agendas, minutes, and subcommittee reports for assigned committees according to standard procedures and local formatting guidelines.
• Track and monitor work in progress and deadlines for assigned projects and tasks.

Benefits

• Federal employees and their families have access to a comprehensive benefits package. Eligibility depends on position type; specific benefits are not detailed in the posting.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to approval.

What This Job Offers

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