Secretary (Office Automation)

The incumbent serves and reports as a Secretary (OA) to the Chief of Medical Specialties. The position is located at the EPVAHCS in El Paso, Texas. The incumbent serves as a back-up in the absence of the Administrative Officer in all non-clinical aspects. Incumbent works under the general supervision of the Chief of Medical Specialties. Plans, prioritizes, and implements own schedule of activities, functioning independently within the parameters of delegated authority.

Major Duties: The incumbent assists the Chief of Medical Specialties or designee by performing clerical and administrative support work which consists of the following duties: Screens visitors and telephone calls, directs callers to appropriate staff or personally provides desired information or completes business involving established policies or routine matters without directing referrals to the Administrative Officer, whenever possible. Incumbent manages all incoming correspondence and action documents. Reads all incoming correspondence, screens items to be handled personally, and forwards the remainder to staff for action. Composes routine correspondence on subjects as outlined in regulations and procedures or specifically requested by the Chief of Medical Specialties. Reads outgoing correspondence for accuracy. Maintains the Chief of Medical Specialties personal files of correspondence, documents concerning subordinate personnel, and other documents pertinent to the operation of the Chief of Medical Specialties office. Replies to inquiries not requiring the Chief of Medical Specialties' attention. Maintains Chief of Medical Specialties calendar and schedules appointments and meetings based upon personal knowledge of Chief of Medical Specialties workload and current issues of importance. Independently reschedule appointments when it becomes apparent that supervisor will not be able to meet previous schedules. Maintain 6-part staffing folders, ensuring documents are valid and current. Prints yearly employee competency and performance plan templates for Chief of Medical Specialties. Incumbent develops and maintains tracking system for Medical Specialties Service monitors as they are identified and developed. Assists with any charting and reporting results. Use delegating authority when necessary to assist in completion of projects. Incumbent serves as recorder for multiple committees relevant to the Medical Specialties Service. Attends meetings as recorder, takes and prepares minutes for signature and distribution. Incumbent will often independently follow-through on actions/recommendations and/or setting up suspense files for future action as a result of discussions conducted in meetings. Incumbent will complete changes to policies, procedures and CPM's as requested by committees and route for proper approval/signatures. Incumbent tracks and follow-up of employee action that the Chief of Medical Specialties is responsible for. Works closely with Chief of Medical Specialties, Administrative Officer, and Human Resources to ensure timelines are met. Incumbent serves as Talent Management System (TMS) coordinator for the Medical Specialties Service. The incumbent serves as timekeeper for the Medical Specialties Service. Posts timecards and must be thoroughly familiar with regulations concerning time, attendance, work schedules, WebHR, and VATAS. Incumbent reviews charts and tracks a variety of data for performance improvement and staffing methodology. Incumbent performs general office work. Ability to utilize various computer programs, i.e., Microsoft Word, Excel, Outlook, Talent Management System (TMS), Vista, WebHR, etc. Obtains and monitors the use of services, supplies, or equipment for the unit. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Receives and verifies accuracy of orders and initiates corrective action in case of error. Work Schedule: Monday through Friday, 8:00am to 4:45pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD012250 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.