Secretary (Office Automation)

Veterans Health Administration•El Paso, TX

6d•Onsite

About The Position

The Secretary (Office Automation) serves as secretary to the Chief of Medical Specialties at the EPVAHCS in El Paso, Texas, and provides clerical and administrative support. The secretary works under the Chief’s general supervision, independently planning and prioritizing work within delegated authority, and provides backup for the Administrative Officer in non-clinical matters when needed. The position manages correspondence and office records, schedules the Chief’s appointments and meetings, prepares routine correspondence and meeting minutes, and tracks employee actions, service monitors, staffing records, and committee follow-up. It also supports timekeeping, Talent Management System coordination, data tracking and reporting, and general office operations, including obtaining supplies and equipment and addressing order errors. The work schedule is Monday through Friday, 8:00 a.m. to 4:45 p.m. Telework is not available, and the position is not virtual. The position is subject to a one-year probationary period or two-year trial period.

Requirements

One year of specialized experience equivalent to at least the next lower grade GS-4, or qualifying education, or a combination of education and experience.
Specialized experience includes knowledge of organizational structures and reporting systems; rules, regulations, and procedures; office files and document contents; and organizational skills for maintaining files and suspense records, preparing reports, and supporting office functions.
Alternatively, four years of education above high school at an accredited business, secretarial, or technical school, junior college, college, or university; transcripts are required when qualifying based on education.
Alternatively, a qualifying combination of specialized experience and education beyond the first 60 semester hours; transcripts are required when qualifying based on education.
Ability to type at least 40 words per minute.
Must be a U.S. citizen.
Must complete the required application steps and online assessment.
Selective Service registration is required for males born after December 31, 1959.
Must complete a background/security investigation and online onboarding requirements.
Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
Must serve a one-year probationary period or two-year trial period.

Responsibilities

Screen visitors and telephone calls, direct inquiries to appropriate staff, provide information, and handle routine business when possible.
Manage incoming correspondence and action documents; screen, route, and respond to correspondence as appropriate.
Compose routine correspondence and review outgoing correspondence for accuracy.
Maintain the Chief of Medical Specialties’ files, including correspondence, subordinate personnel documents, and other office records.
Maintain the Chief’s calendar; schedule and independently reschedule appointments and meetings as needed.
Maintain six-part staffing folders and ensure documents are valid and current.
Print annual employee competency and performance plan templates.
Develop and maintain tracking systems for Medical Specialties Service monitors, and assist with charting and reporting results.
Serve as recorder for Medical Specialties Service committees; prepare meeting minutes for signature and distribution, follow up on actions and recommendations, and establish suspense files as needed.
Make requested changes to policies, procedures, and CPMs and route them for approval and signatures.
Track and follow up on employee actions for which the Chief is responsible, coordinating with the Chief, Administrative Officer, and Human Resources to meet timelines.
Serve as the Medical Specialties Service Talent Management System coordinator.
Serve as timekeeper, post timecards, and apply relevant time, attendance, work schedule, WebHR, and VATAS regulations.
Review charts and track data for performance improvement and staffing methodology.
Perform general office work and use computer programs including Microsoft Word, Excel, Outlook, TMS, Vista, and WebHR.
Obtain and monitor services, supplies, and equipment for the unit; justify and request replacement or additional equipment; verify order accuracy and initiate corrective action when needed.
Provide backup for the Administrative Officer in non-clinical aspects of the role when the Administrative Officer is absent.