Secretary (Office Automation)

Veterans Health Administration • El Paso, TX

1d • Onsite

About The Position

The incumbent serves as a Secretary (OA) to the Chief of Medical Specialties at the EPVAHCS in El Paso, Texas. This role provides back-up support in non-clinical aspects in the absence of the Administrative Officer. The position operates under the general supervision of the Chief of Medical Specialties, with the incumbent independently planning, prioritizing, and implementing their schedule of activities within delegated authority.

Requirements

• Must be a U.S. Citizen.
• Must complete all required steps in the process, including application, questionnaire, and 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.
• Participation in the seasonal influenza vaccination program is a requirement.
• Must serve a 1-year probationary period or 2-year trial period.
• One year of specialized experience equivalent to at least the next lower grade (GS-4) in the normal line of progression.
• Specialized experience includes: Knowledge of organizational structures and reporting systems; broad knowledge of rules, regulations, and procedures; knowledge of office file organization and document content; organizational skills for maintaining files, suspense records, preparing reports, and general working functions.
• OR, Education: Four years of study above high school in an accredited business, secretarial or technical school, junior college, college or university.
• OR, Combination: Combination of specialized experience and education beyond the first 60 semester hours.
• Typing proficiency: Must be able to type at least 40 words per minute.
• The work is sedentary, with some movement between offices, hospitals, warehouses, etc.
• May require walking/standing in conjunction with travel to and attendance at meetings/conferences.
• May carry and lift light items weighing less than 15 pounds.

Nice To Haves

• Familiarity with VATAS.

Responsibilities

• Screen visitors and telephone calls, directing them to appropriate staff or providing information and completing routine matters independently.
• Manage all incoming correspondence and action documents, screening items for personal handling and forwarding the rest for action.
• Compose routine correspondence based on regulations, procedures, or specific requests.
• Read outgoing correspondence for accuracy.
• Maintain the Chief of Medical Specialties' personal files, including correspondence, personnel documents, and operational records.
• Reply to inquiries that do not require the Chief of Medical Specialties' direct attention.
• Maintain the Chief of Medical Specialties' calendar and schedule appointments and meetings, independently rescheduling as needed.
• Maintain 6-part staffing folders, ensuring documents are valid and current.
• Print yearly employee competency and performance plan templates.
• Develop and maintain a tracking system for Medical Specialties Service monitors.
• Assist with charting and reporting results.
• Use delegating authority to assist in project completion.
• Serve as recorder for multiple committees relevant to the Medical Specialties Service, taking and preparing minutes for distribution.
• Independently follow through on actions and recommendations from meetings, and set up suspense files for future action.
• Complete changes to policies, procedures, and CPMs as requested by committees and route for approval.
• Track and follow up on employee actions for which the Chief of Medical Specialties is responsible.
• Work closely with the Chief of Medical Specialties, Administrative Officer, and Human Resources to ensure timelines are met.
• Serve as the Talent Management System (TMS) coordinator for the Medical Specialties Service.
• Serve as the timekeeper for the Medical Specialties Service, posting timecards and ensuring familiarity with time, attendance, and work schedule regulations.
• Review charts and track data for performance improvement and staffing methodology.
• Perform general office work.
• Utilize various computer programs including Microsoft Word, Excel, Outlook, Talent Management System (TMS), Vista, and WebHR.
• Obtain and monitor the use of services, supplies, or equipment for the unit.
• Justify and request replacements for outdated equipment, gathering relevant information and requesting new equipment as needed.
• Receive and verify the accuracy of orders and initiate corrective action for errors.

Benefits

• Comprehensive benefits package for federal employees.
• Access to a range of benefits designed to make a federal career rewarding.
• Federal employees earn annual leave based on years of service.
• Potential for credit for job-related non-federal experience or active duty uniformed military service for earning annual leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree