Secretary (Office Automation)

Summary

This position is located within the Environmental Management Service (EMS) at the Fayetteville VA Medical Center in Fayetteville - NC. The Secretary (OA) provides a wide variety of administrative and technical duties in support of the Chief of EMS.

Qualifications

Typing Proficiency: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements - you must be able to type at least 40 words per minute. ~AND~ In addition to the Typing Proficiency - to qualify for this position at the GS-5 level - you must meet one of the following: Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-4) in the Federal Service that has given you the particular knowledge - skills and abilities required to successfully perform the duties of a Secretary (Office Automation) - and that is typically in or related to the position to be filled. Specialized experience is experience gained providing secretarial and/or administrative support performing duties such as: recording and preparing meeting minutes; utilizing knowledge of correspondence requirements to prepare memoranda - letters - meeting notes and other documents; maintaining logs and files; scheduling appointments - coordinating meetings and/or scheduling conferences; maintaining calendars and schedules for staff; and experience using automated software applications such as Microsoft Office Suite (Word - Excel - and PowerPoint). NOTE: 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. ~OR~ Education: Successfully completed four (4) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business - secretarial or technical school - junior college - college or university. One year of full-time academic study is defined as 30 semester hours - 45 quarter hours - or the equivalent in a college or university - or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business - secretarial - or technical school. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. ~OR~ Combination: Equivalent combinations of successfully completed post-high school education (beyond the second year) and specialized experience - as described above - which meet the total experience requirements for this grade level. This education must have been obtained in an accredited business - secretarial or technical school - junior college - college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. 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/. Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** The major duties include but are not limited to: Schedules appointments - coordinates meetings and/or schedules conferences for the Service
• Schedules supervisor/staff time based on the Chief's recommendations and knowledge of preferences - provides general calendar maintenance for the Service's standing and called meetings - records appointments or arranges the meeting and small conference administrative details
• Reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required
• Coordinates and manages the EMS New Employee Orientation (NEO) for staff and new supervisors
• Performs office automation duties using software applications i.e
• electronic mail - desktop publishing - calendar - spreadsheet - database and graphics
• Assists other users regarding selection of applications - training on a variety of office automation software and selection of appropriate formats and procedures for each task
• Integrates several types of software to generate specific working documents and forms such as electronic spreadsheets - databases - word processing - desktop publishing - graphics and other similar products
• Submits HR recruitment actions in the HR Smart/Management Self Service (MSS) programs
• Assists the Assistant Chief in accessing HR Smart/MSS to prepare the SF-52 requests for recruitment - promotion - pay and ensures all HR actions are prepared and submitted by EMS in accordance with regulatory requirements
• Receives schedules - refers and contacts members of the staff - agency and persons outside the agency ranging from other government agencies to the general public
• Receives and screens all visitors and telephone calls for the Chief and Assistant Chiefs of EMS
• Obtains and monitors the use of services - supplies and equipment for the office
• Performs the duties of a purchase card holder
• Processes incoming and outgoing materials: correspondence - reports - memoranda and other forms of written and electronic communication
• Takes meeting minutes to include responsibility tracking grids and updates on progress toward goals
• Edits letters - composes letters and reports - reviews correspondence for accuracy and completeness - prepares public presentation outlines and develops standard or form letters and replies to inquiries
• and Performs other related duties as assigned
• Work Schedule: Monday through Friday - 8:00am to 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved