Secretary

Veterans Health Administration • Columbia, MO

3d • Onsite

About The Position

This position serves as secretary to the Chief of Facilities Management Services (FM) at the Harry S. Truman Memorial Veterans Hospital. The secretary provides day-to-day administrative and clerical support to facilitate the effective and efficient achievement of FM goals, objectives, and responsibilities.

The role supports office operations through communication and correspondence management, scheduling, personnel and timekeeping administration, meeting coordination, records management, and coordination of supplies and equipment. The position is onsite and follows a Monday-through-Friday schedule from 7:30 a.m. to 4:00 p.m.

Requirements

• One year of specialized experience equivalent to at least the GS-5 level, such as receptionist work; typing correspondence, reports, or hospital policies; preparing agendas and taking minutes; maintaining control records and time-and-attendance records; or maintaining calendars and scheduling appointments, training, travel, and conferences.
• Current Federal employees and former Federal employees applying for reinstatement or under VEOA who held a GS grade within the past 52 weeks must meet the GS-6 time-in-grade requirement of 52 weeks at GS-5.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Applicants must complete the required application steps, questionnaire, and online assessment.
• Selected applicants are subject to a background/security investigation and must complete online onboarding and pre-employment identification requirements.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• A one-year probationary period or two-year trial period is required.
• No educational substitution is available at this grade level.

Responsibilities

• Screen and respond to telephone calls, visitors, and information requests, providing guidance consistent with FM policies.
• Review and edit outgoing correspondence for clarity, grammar, accuracy, formatting, and policy compliance.
• Manage calendars, schedule appointments, coordinate travel and conferences, and record and distribute meeting minutes.
• Monitor personnel actions, coordinate with Human Resources, and track performance appraisals, evaluations, and due dates.
• Process employee clearances for resignations or transfers and prepare Resource Management Council (RMC) proposals.
• Establish and maintain filing systems, manuals, and background materials to support compliance with VA regulations and timely completion of FM reports.
• Coordinate office supplies, equipment, reproduction, and medical media requests by assessing departmental needs and supporting ongoing operations.
• Attend committee meetings, record and distribute minutes, track follow-up action items, and ensure assigned tasks are completed.
• Serve as the designated electronic timecard keeper by maintaining accurate timekeeping records and assisting staff with timekeeping questions and issues.

Benefits

• Federal employees receive a comprehensive benefits package; eligibility and specific benefits depend on position type and should be confirmed with the hiring agency.
• VA may offer 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 is not guaranteed.

What This Job Offers

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