Secretary (Office Automation)

Veterans Health Administration • Murfreesboro, TN

7d • Onsite

About The Position

The employee serves as the Executive Secretary (Office Automation) to the Deputy Chief of Staff at the Tennessee Valley Healthcare System in Murfreesboro, Tennessee. This is not a virtual position; the employee must live within or be willing to relocate within a commutable distance of the duty location. The position may be authorized for ad-hoc telework, with eligibility discussed during the interview process.

The role manages day-to-day office functions for leadership, including schedules, conferences, projects, committees, boards, and councils. The secretary handles correspondence and administrative inquiries, prepares written communications and reports, compiles information and statistics, coordinates travel and meeting materials, assists other secretarial personnel, serves as a timekeeper, and supports office supply and equipment needs.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The work is primarily sedentary, with some walking, standing, bending, and carrying light items. Recruitment and relocation incentives are not authorized, and a Critical Skills Incentive is not approved. Appointment includes a one-year probationary period.

Requirements

• One full year of specialized experience equivalent to at least the GS-7 grade level in the Federal service, involving secretarial support in a complex or fast-paced environment.
• Experience managing executive schedules and calendars, coordinating meetings and travel, handling sensitive correspondence, compiling and preparing reports, and maintaining office files and records.
• Experience applying office procedures and correspondence rules, including grammar, spelling, and punctuation, and using office automation or computer systems.
• Experience interacting with people from a wide variety of backgrounds.
• Ability to type at least 40 words per minute.
• U.S. citizenship.
• Completion of all required application steps, including an online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Must meet the position's background and security investigation requirements and complete online onboarding and pre-employment identification 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.
• Must live within or be willing to relocate within commuting distance of the duty location.
• Resume must document job titles, duties, start and end dates by month and year, and hours worked per week.

Nice To Haves

• Knowledge of healthcare system administrative policies and programs is preferred.

Responsibilities

• Manage and coordinate day-to-day office functions for leadership, including scheduling appointments and conferences and coordinating projects and initiatives.
• Serve as recorder for committees, boards, and councils.
• Respond to administrative issues raised by internal and external staff or management officials; identify information or recommendations needed and prepare responses or follow up to ensure timely responses.
• Compile information requested by leadership, including information requiring knowledge of the agency's clinical services.
• Instruct and assist secretaries and administrative personnel in clinical services and provide backup during their absences.
• Serve as timekeeper.
• Receive and prioritize incoming correspondence.
• Process outgoing correspondence, reports, memoranda, and other written communications.
• Edit and compose letters and reports, prepare presentation outlines, and draft replies to inquiries.
• Maintain a file of correspondence and events for the Chief's attention during the Chief's absence and brief the Chief on those matters upon return.
• Maintain recurring-report and ad-hoc-report suspense logs.
• Assemble, summarize, and tabulate statistics and materials from files or other sources and compile them into reports.
• Make travel arrangements, including itineraries, lodging, and transportation.
• Anticipate material and briefing needs for conferences and meetings, notify staff about required information, and organize materials.
• Provide general office supply and equipment support using established procedures to procure, authorize, control, and justify purchases.
• Perform other duties as necessary.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• Potential credit toward annual leave accrual for qualifying prior work or military service, subject to request and approval.

What This Job Offers

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