Secretary (Office Automation)

Summary

Employee will be assigned under the Associate Director Clinical Business Operations - VA Medical Center - Fayetteville - NC - serving as a member of the Medical Center Executive Team support/administrative staff and is responsible for coordinating the work of the Executive Office with the work of the subordinate services/offices associated with Clinical Business Operations.

Qualifications

SPECIALIZED EXPERIENCE: Applicants must possess at least one (1) year of specialized experience that equipped them with the particular knowledge - skills - and abilities to perform successfully the duties of this position - and that is typically in or related to the work of this position. To be creditable - this experience must have been equivalent to at least the GS-7 level in the Federal service. Specialized experience includes: maintaining an executive appointment calendar; receiving visitors and telephone calls to the office; preparing correspondence - reports - memoranda - and other forms of written communication; preparing travel arrangements; utilizing various computer applications such as Outlook - Word - Excel - etc.; serving as a timekeeper; and working closely with executive management and support staff. TYPING PROFICIENCY: In addition to meeting the above requirement - this position requires the skills of a qualified typist. In addition to meeting the experience requirement - you must be able to type at least 40 words per minute. Physical Requirements: The work is basically sedentary. Typically - the employee may sit comfortably to do the work. However - there may be some walking - standing - and carrying of light items like papers or books. No special physical demands are required to perform the work. Your experience must be fully documented on your resume and must include job title - duties - month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE - PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. For more information on these qualification standards - please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include - but may not be limited to the following: Receives and screens visitors and telephone calls to the office and takes action or routes accordingly
• Serves as liaison to other managers and staff within the organization and provides accurate advice on procedures - reports - requirements
• Receives and processes all correspondence and documents transmitted through the designated portal and the executive office for review - approval - and signature
• ensures correspondence conforms to regulations and special policies of the facility - is in proper format - contains correct grammar - and if applicable - that staff coordination has been completed
• and composes and types - in final form - official correspondence
• Reviews communications and develops standard paragraph and form letters
• Records - transcribes - and edits the minutes of various meetings
• prepares the minutes for distribution - singling out the action items - and follows up as required
• Maintains the executive appointment calendar with complete authority for commitment of time
• schedules appointments - coordinates meetings - and/or schedules conferences and meetings - arranging for administrative details - or following up on action items with appropriate staff members independently
• and arranges for meeting accommodations - speakers and participants' accommodations as applicable - and support arrangements - including any accommodations - transportation (travel) - social arrangements - and secretarial support
• Maintains timecards for the executive team staff members and ensures accuracy and timeliness of postings
• Ascertains the needs of subordinate offices and coordinates and consolidates the purchase of equipment and services to meet the organization's needs
• Sponsors employees for identification cards and appropriate access badges
• Performs other related duties as assigned
• Work Schedule: Monday - Friday - 8:00 am - 4:30 pm
• Recruitment & Relocation Incentives: Not authorized Telework: This position may be authorized for Ad-hoc telework
• Telework eligibility will be discussed during the interview process.