Secretary (OA)

Indian Health Service • Gallup, NM

2d

About The Position

This position is located in the Public Health Nursing department at Gallup Indian Medical Center. The incumbent provides administrative support for the work of the Division of Community Health. Duties include handling correspondence and official documents; preparing reports, forms, presentations, and data summaries; maintaining tracking systems and program databases; coordinating calendars and meetings; serving as an administrative point of contact; and carrying out operational support functions such as purchasing, time and attendance, travel and training documentation, personnel actions, property and fleet management, and records tracking. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

Requirements

• Qualified typist.
• At least one year of specialized experience equivalent to the next lower Federal grade level, including typing and use of personal and network computer systems.
• Experience using database management, spreadsheet, word processing, and graphics software.
• Knowledge and use of RPMS, EHR, QMAN, UFMS, EHCM, HRX Exchange, ITAS, and CONCUR e-Travel systems; Microsoft Word, Excel, PowerPoint, Access, and iCare.
• U.S. citizenship is required.
• Selective Service registration is required for males born after 12/31/1959.
• Successfully pass E-Verify employment verification and a federal background investigation.
• Meet the financial suitability requirements, including demonstrating financial responsibility and satisfying legal financial obligations.
• Provide two valid forms of identification before appointment; a state-issued ID or driver's license must be REAL ID-compliant.
• IHS employees whose duties require work in an IHS healthcare facility must comply with the IHS Employee Immunization Policy, subject to possible exemptions under the policy and facility guidance.
• Set up direct deposit.
• Meet all qualification requirements within 30 days of the announcement closing date.
• Competitive-service merit-promotion candidates must have completed one year of service at the next lower grade level; this time-in-grade requirement does not apply under the Excepted Service Examining Plan.
• If using foreign education to qualify, provide a Certificate of Foreign Equivalency with transcripts.

Nice To Haves

• Education may be substituted for experience where applicable; applicants using education are encouraged to provide transcripts or a course list.
• IHS may offer newly appointed Federal employees credit for directly related previous non-federal experience or active-duty uniformed military service when determining annual leave accrual.

Responsibilities

• Manage incoming and outgoing correspondence, prepare and edit reports and official documents, track controlled correspondence, and ensure communications are accurate, complete, and distributed on time.
• Prepare reports, forms, presentations, and data summaries; maintain automated tracking systems and program databases; and use office automation software and electronic health and administrative systems to support operations.
• Coordinate calendars, appointments, conferences, and meetings for management and staff; arrange meeting logistics, research background information, and maintain schedules and supporting materials.
• Serve as the primary administrative point of contact for staff, visitors, federal agencies, and the public; respond to inquiries about departmental operations, policies, and procedures; resolve routine issues and refer complex matters to appropriate personnel.
• Perform administrative and operational support functions, including purchasing, expenditure tracking, time and attendance, travel and training documentation, personnel actions, property and fleet management, records tracking, and distributing updated administrative guidance.

Benefits

• Federal annual leave accrual of 4, 6, or 8 hours per pay period, based on years of Federal service.
• Recruitment or relocation incentives may be authorized.

What This Job Offers

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