Secretary III

Goldbelt, Inc.; San Antonio (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Goldbelt Apex (Healthcare Technology Transformation Group) is recruiting an experienced Secretary III to provide high-level administrative support to the Brooke Army Medical Center Logistics team. The role handles scheduling, reporting, travel planning, and confidential documentation in a fast-paced environment with strict compliance and security requirements.

Ideal candidates hold a high school diploma, 5+ years in admin/secretarial roles (healthcare/logistics preferred), and strong MS Office

Qualifications

• High school diploma or equivalent required.
• 5+ years of administrative/secretarial experience preferred, healthcare/logistics context a plus.
• US citizenship required per contract terms.
• Strong MS Office skills; ability to manage multiple tasks with attention to detail.
• Ability to handle confidential information with discretion; professional communication.
• Experience supporting logistics teams and processing travel or meetings is a plus.
• Knowledge of DMHRSi or similar personnel systems is beneficial.

Responsibilities

• Support BAMC Logistics team with scheduling, appointments, and leadership meetings.
• Prepare and distribute reports, memos, and logistics-related documents.
• Screen calls and emails; maintain professional office communications.
• Maintain accurate records and databases; ensure data integrity for logistics activities.
• Coordinate logistics events and training; take detailed minutes and notes.
• Serve as liaison between leadership and stakeholders; ensure clear communication.
• Process purchase orders and logistics paperwork according to BAMC protocols.
• Assist travel arrangements for team members and equipment.
• Adhere to BAMC security and confidentiality policies in all duties.
• Identify process improvements to enhance office efficiency.

Skills

Microsoft Office Proficiency

Organizational skills

Communication skills

Discretion with confidential info

Independent work

Problem-solving

Adaptability

Team collaboration

Education

High school diploma or equivalent

US Citizenship

5+ years administrative/secretarial experience

Job description

Overview

Goldbelt Apex, a part of the Healthcare Technology Transformation Group, is a data-focused company dedicated to process and quality in every aspect. As experts in healthcare IT experts, Apex is committed to building systems for healthcare organizations to seamlessly communicate and exchange data across different systems and devices.

Summary:

The Secretary III will provide high-level administrative support to the Logistics team at Brooke Army Medical Center (BAMC) for various services in such a manner that adhere to local, Defense Health Agency, and the Joint Commission Standards policies. This role involves handling complex clerical and administrative functions, supporting logistics operations, and ensuring effective communication between departments. The Secretary III will perform tasks that require an in-depth knowledge of logistics processes, policies, and procedures, while maintaining a professional environment and delivering exceptional service.

Responsibilities

Essential Job Functions:

• Perform administrative duties to support the BAMC Logistics team, including managing schedules, appointments, and meetings for leadership.
• Prepare, review, and distribute reports, memos, correspondence, and other documentation related to logistics operations.
• Manage office communications, including screening phone calls, emails, and other inquiries.
• Maintain accurate records, files, and databases, ensuring data integrity for logistics activities.
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• Coordinate and assist with logistics events, meetings, and training sessions, including preparation of materials, and taking detailed minutes.
• Serve as the primary point of contact between logistics leadership and other internal and external stakeholders, ensuring seamless communication.
• Process and track purchase orders, supply requests, and other logistics-related paperwork in accordance with BAMC protocols.
• Monitor office inventory and order supplies as necessary, ensuring all logistics administrative needs are met.
• Assist with travel arrangements, including booking flights, accommodations, and preparing travel itineraries for team members.
• Ensure adherence to BAMC’s security and confidentiality protocols in all communications and documentation handling.
• Maintain knowledge of BAMC logistics procedures and provide guidance to staff on administrative matters.
• Contribute to the overall efficiency and smooth operation of the logistics office by identifying and implementing process improvements.
• Complete and submit automated Defense Medical Human Resources System - internet (DMHRSi) manpower hour submissions to reflect actual hours worked while employed by the facility.

Qualifications

Necessary Skills and Knowledge:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Familiarity with logistics, procurement, or supply chain management processes is a plus.
• Ability to work independently and collaborate effectively with a diverse team.
• Strong problem-solving skills and adaptability in a dynamic environment.
• Ability to handle confidential information with discretion.
• May require occasional lifting of office supplies or logistics documents.

Minimum Qualifications:

• High school diploma or equivalent.
• Minimum 5+ years of experience in administrative or secretarial roles, preferably in a healthcare or logistics environment.
• Must be a US Citizen
• All contract personnel performing services under this contract shall receive a general physical examination prior to commencement of services and as a condition of contract services. The Contractor shall provide the COR, 10 calendar days before beginning services under this contract, a physical examination certificate (A.017) for all contract personnel who will provide services.
• The certification shall state the date on which the physical examination was completed and the name of the physician who performed the examination. The physician performing the examination shall sign this certification. For the purposes of this paragraph, a physical examination administered more than 45 days prior to performance of the contract will not be considered adequate. The physical examination shall include the following as a condition of contract services:
  • A history to show that contract personnel have completed a primary series of immunization with tetanus and diphtheria toxoids and that a booster dose is current (within the past 10 years).
  • A test for immunity to the hepatitis (Type B) virus with documentation of the results. A profile shall be established to show immune status to hepatitis. Non-immune Healthcare Workers (lacking anti-HB(c) or anti-HB(s)) shall be required to complete an immunization series with a Hepatitis-B vaccine (e.g., Recombivax, Engerix).
  • Serologic evidence of immunity to measles and rubella or documentation of immunization with measles, mumps, and rubella (MMR) vaccine using the following guidelines:
    • Employees born before 1957 without documentation of previous vaccination with MMR should receive one (1) dose.
    • Employees born in or after 1957 who have received one (1) dose of MMR previously shall receive one booster dose.
    • Employees born in or after 1957 without documentation of any previous vaccination with MMR should receive two (2) doses of vaccine, separated by no less than one (1)month.
    • Serologic evidence of immunity to varicella or documented history of illness or immunization.
    • For personnel who do not have proof of having completed a primary series, completion with enhanced potency inactivated poliovirus vaccine (elPV) is recommended. Reliable history of spending early childhood and attending elementary schools in the United States since may suffice as clinical history of polio immunization but requires physician documentation in the record of the history and examination.
    • Contract personnel shall be screened before contract services and annually for tuberculosis by a tuberculin skin test using the Mantoux technique (TINE test is disallowed as a substitute). A skin test result of 10 mm of indurations or more shall be required to have a chest roentgenogram and an evaluation performed.
    • A tuberculin skin test of 10 mm of indurations or more will require documentation providing an assessment of the patient (status of infection- active, inactive; need for preventive treatment or not as determined by age, history of BCG (Bacillus Calmette-Guerin) vaccination; duration of skin test positivity, etc.).
    • If all the immunizations, medical clearance, fit testing, and tests set forth in the preceding paragraphs have not been completed, the Contractor shall issue a certificate providing evidence of immunizations and tests that have been completed or started and shall provide a schedule for the completion of unfinished immunizations and lab tests. After the schedule is completed, the Contractor must provide an updated and complete certificate.
    • Failure to complete the immunizations as scheduled may be grounds for the KO, upon the advice of the MTF Director or his clinical staff, to determine that such contract personnel is not an acceptable individual to perform services under this contract.
    • The KO, with the explicit case‑case approval of the MTF Director, is empowered to make exceptions to these requirements, for example, in the event of vaccine shortage or bona fide religious exceptions, but nothing herein shall be construed as an imperative or directive upon the KO to make such exceptions.
    • Contract personnel shall receive the current influenza immunization annually as a condition of contract services. Verification of current annual influenza vaccination shall be provided no later than December of each year.
    • Failure to meet the requirements stated herein, or when test results determine that contract personnel have a contagious disease, the KO may, upon the advice of the MTF Director or his clinical staff, determine that such contract personnel is not an acceptable individual to perform services under this contract.

Preferred Qualifications:

• Additional education or certification in office administration or logistics preferred.
• Familiarity with military or government operations is a plus.

Pay and Benefits

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.