Secretary (OA)

Veterans Health Administration • Detroit, MI

5d • Onsite

About The Position

The Secretary (OA) serves as the Administrative Support Assistant in the Pathology and Laboratory Medical Service (PALMS), providing technical and administrative support to the Chief of Pathology and Laboratory Medicine, staff pathologists, the Lab Manager, and supervisors across Chemistry, Microbiology, Blood Bank, Hematology/Flow Cytometry, and Anatomic Pathology. The role often requires independent judgment when responding to inquiries and addressing management actions that need immediate attention.

The position prepares and transcribes medical and administrative documents, handles CPT coding and laboratory billing review, supports contract and budget tracking, coordinates quality-assurance information, and prepares materials for Tumor Board meetings. It also provides general office support, including handling calls and visitors, processing correspondence, scheduling meetings and appointments, and monitoring office supplies and equipment.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. This is not a virtual position.

Requirements

• One year of specialized experience equivalent to at least GS-05, typically involving clerical or administrative support in a clinical office.
• Experience using computers, software applications, databases, and automated systems to accomplish work.
• Experience assessing client or customer needs, providing information or assistance, resolving problems, and delivering quality service.
• Knowledge of filing, typing, data entry, record maintenance, shorthand, and completing forms.
• Ability to communicate information effectively to individuals or groups, adapt communication to the audience and subject, present information clearly, listen, and respond appropriately.
• Knowledge of database management systems and software for organizing, storing, retrieving, securing, and maintaining data integrity.
• Typing proficiency of at least 40 words per minute.
• U.S. citizenship.
• Current federal employees and certain former federal employees applying for a GS-06 position must meet the time-in-grade requirement of 52 weeks at GS-05 and provide supporting SF-50 documentation.
• Male applicants born after December 31, 1959, must be registered with Selective Service.
• Selected applicants must complete the required application steps, questionnaire, and online assessment; background/security investigation and online onboarding are also required.
• Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
• The position requires service in a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Prepare editorial correspondence according to applicable guidelines, including documents containing medical terminology, formulas, graphs, and charts.
• Enter CPT codes from pathology reports into VISTA for statistical reporting and billing support, and alert pathologists to identified coding discrepancies.
• Review reference laboratory bills for discrepancies, reconcile errors, and contact reference laboratories, including the University laboratory, ARUP, Ann Arbor, and other VA medical centers.
• Serve as backup IFCAP clerk to pay bills promptly and update the official Budgetary Contract tracker.
• Work with the Lab Manager to ensure adequate monetary coverage for contracts.
• Coordinate compilation of quality-assurance information for review by the Chief of PALMS.
• Prepare materials for weekly Tumor Board meetings and distribute them to providers; interpret surgical, cytology, and related reports to ensure pathologists have pertinent information.
• Prepare slides and reports for tracking and mailing through UPS at the request of patients or providers.
• Transcribe PALMS surgical, cytology, and autopsy reports, clinical histories, gross and microscopic descriptions, diagnoses, dictation, and other material from the Chief and staff physicians, including correspondence, memoranda, and conference minutes.
• Serve as a timekeeper for the service line or department and provide ADPAC support.
• Answer telephone calls, refer visitors, provide routine office information, screen calls, and determine whether calls require supervisors’ or staff members’ attention.
• Process incoming and outgoing correspondence, reports, memoranda, and other written communications; review outgoing material for accuracy and completeness and prepare public presentation outlines.
• Schedule meetings, appointments, and conference calls; maintain calendars, remind participants of meeting subjects, and make related administrative arrangements.
• Obtain and monitor office services, supplies, and equipment.

Benefits

• Federal employee benefits package; eligibility and specific benefits depend on position type and should be confirmed with the hiring agency.
• VA may grant newly appointed federal employees credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual; approval is required and not guaranteed.

What This Job Offers

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