Secretary

Veterans Health Administration•Johnson City, TN

10h•Onsite

About The Position

The Secretary provides clerical and administrative support to the Chief of Environmental Management Services (EMS), the Assistant Chief, and other EMS supervisors as needed. The position is located at the James H. Quillen VA Medical Center in Johnson City (Mountain Home), Tennessee, in a consolidated work environment supporting Housekeeping and Laundry and Linen. The Secretary processes and routes correspondence and other written materials, maintains filing and records-management systems, performs office automation tasks, schedules appointments and meetings, and supports timekeeping and credentialing functions. The work schedule is Monday through Friday, 6:45 a.m. to 3:30 p.m. This is not a virtual position; work is performed in an office setting. The position is sedentary overall, with some movement around the office and handling of light items.

Requirements

Must be a U.S. citizen.
Must meet the applicable federal time-in-grade requirement if currently or formerly covered by it.
Must have one year of specialized experience equivalent to at least GS-4, or qualify through the stated education or combination-of-education-and-experience provisions.
Specialized experience includes processing and routing correspondence and reports; editing and composing letters and reports; reviewing documents for accuracy and completeness; preparing presentations; maintaining filing systems; scheduling appointments and meetings; and taking and maintaining meeting minutes.
Must type 40 words per minute.
Must complete the required application steps and online assessment.
Male applicants born after December 31, 1959, must be registered with Selective Service.
Must undergo a background/security investigation and complete online onboarding and pre-employment identification requirements.
Must participate in the seasonal influenza vaccination program as a condition of employment.
Must serve a one-year probationary period or two-year trial period, as applicable.
Must submit transcripts if using education to qualify; foreign education requires the specified equivalency documentation.
The work is sedentary overall but involves moving around the office, carrying light items, walking, stooping, bending, and standing.

Nice To Haves

Preferred experience with timekeeping, filing, composing letters and reports, proofreading, Microsoft Office software, scheduling appointments, preparing meeting agendas and minutes, and customer service.
Good communication skills.

Responsibilities

Process incoming and outgoing correspondence, reports, memoranda, and other written communications, routing to the Chief only materials requiring personal attention and tracking timely responses and actions.
Edit and compose letters and reports; review correspondence for accuracy and completeness; prepare presentation outlines; develop standard or form letters; and respond to inquiries.
Research files and assemble background information before referring incoming materials.
Maintain accurate, current filing systems and records for quick retrieval.
Use office automation applications, including electronic mail, desktop publishing, calendars, spreadsheets, and graphics; assist other users with application selection, formats, and procedures for clerical tasks.
Schedule appointments, coordinate meetings and conferences, maintain the appointment calendar, draft meeting agendas, and take and maintain meeting minutes.
Serve as the primary timekeeper for EMS.
Maintain records of keys issued to employees and receive keys from employees clearing the station.
Serve as Primary Records Management Liaison and ensure records-management policies and procedures follow VA guidance.
Enter employee and contractor information into USAccess for issuance of PIV credentials.