Secretary (Office Automation)

Veterans Health Administration • Fayetteville, NC

3d • Onsite

About The Position

Employee will be assigned under the Associate Director Clinical Business Operations, VA Medical Center, Fayetteville, NC, serving as a member of the Medical Center Executive Team support/administrative staff and is responsible for coordinating the work of the Executive Office with the work of the subordinate services/offices associated with Clinical Business Operations. This is not a virtual position, and the employee must live within or be willing to relocate within a commutable distance of the duty location.

Requirements

• Must be a U.S. Citizen to apply for this job.
• Must complete all required steps in the process, including an online assessment.
• Selective Service Registration is required for males born after 12/31/1959.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements.
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Must serve a 1-year probationary period.
• Applicants must possess at least one (1) year of specialized experience that equipped them with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position. To be creditable, this experience must have been equivalent to at least the GS-7 level in the Federal service.
• Specialized experience includes: maintaining an executive appointment calendar; receiving visitors and telephone calls to the office; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; utilizing various computer applications such as Outlook, Word, Excel, etc.; serving as a timekeeper; and working closely with executive management and support staff.
• In addition to meeting the experience requirement, you must be able to type at least 40 words per minute.
• The work is basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, and carrying of light items like papers or books. No special physical demands are required to perform the work.
• Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.
• Be clear and specific in describing your experience. Assumptions will not be made.
• Overstating qualifications and/or experience may result in removal from consideration.
• Cheating on the online assessment may also result in removal from consideration.

Nice To Haves

• Telework eligibility will be discussed during the interview process.

Responsibilities

• Receives and screens visitors and telephone calls to the office and takes action or routes accordingly.
• Serves as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements.
• Receives and processes all correspondence and documents transmitted through the designated portal and the executive office for review, approval, and signature; ensures correspondence conforms to regulations and special policies of the facility, is in proper format, contains correct grammar, and if applicable, that staff coordination has been completed; and composes and types, in final form, official correspondence.
• Reviews communications and develops standard paragraph and form letters.
• Records, transcribes, and edits the minutes of various meetings; prepares the minutes for distribution, singling out the action items, and follows up as required.
• Maintains the executive appointment calendar with complete authority for commitment of time; schedules appointments, coordinates meetings, and/or schedules conferences and meetings, arranging for administrative details, or following up on action items with appropriate staff members independently; and arranges for meeting accommodations, speakers and participants' accommodations as applicable, and support arrangements, including any accommodations, transportation (travel), social arrangements, and secretarial support.
• Maintains timecards for the executive team staff members and ensures accuracy and timeliness of postings.
• Ascertains the needs of subordinate offices and coordinates and consolidates the purchase of equipment and services to meet the organization's needs.
• Sponsors employees for identification cards and appropriate access badges.
• Performs other related duties as assigned.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

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