Secretary (OA)

The Indian Health Service; Gallup (NM); On-site; USD 41,000 - 54,000; Full time

Job summary

The Indian Health Service at Gallup Indian Medical Center is seeking an Administrative Specialist to support the Division of Community Health with essential clerical tasks and program operations.

You will manage correspondence, prepare documents, coordinate calendars, assist visitors and agencies, and handle purchasing, timekeeping, travel, and records management.

Qualifications

• Administrative duties including correspondence, reports, and data tracking.
• Experience with office automation software and administrative systems.
• Ability to coordinate calendars and meetings for management and staff.
• Serve as main point of contact for staff, visitors, and agencies.

Responsibilities

• Manages incoming and outgoing correspondence, prepares and edits reports and official documents, tracks controlled correspondence, and ensures accuracy, completeness, and timely distribution of written communications.
• Prepares reports, forms, presentations, and data summaries; maintains automated tracking systems and program databases; and utilizes office automation software and electronic health and administrative systems to support program operations.
• Coordinates calendars, appointments, conferences, and meetings for management and staff; arranges meeting logistics, researches background information, and ensures schedules and supporting materials are maintained.
• Serves as the primary administrative point of contact for staff, visitors, federal agencies, and the public; responds to inquiries regarding departmental operations, policies, and procedures, resolves routine issues, and refers complex matters to appropriate personnel.
• Performs administrative and operational support functions, including purchasing, expenditure tracking, time and attendance, travel and training documentation, personnel actions, property and fleet management, records tracking, and dissemination of updated administrative guidance.

Skills

Administrative tasks

Office coordination

Reports and data summaries

Calendar management

Customer service

Records tracking

Job description

• Department: Department of Health and Human Services

This position is located in the Public Health Nursing department at Gallup Indian Medical Center. The incumbent will provide administrative tasks associated with maintaining and supporting the work performed by the Division of Community Health. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

Key Responsibilities

Manages incoming and outgoing correspondence, prepares and edits reports and official documents, tracks controlled correspondence, and ensures accuracy, completeness, and timely distribution of written communications. Prepares reports, forms, presentations, and data summaries; maintains automated tracking systems and program databases; and utilizes office automation software and electronic health and administrative systems to support program operations.

Coordinates calendars, appointments, conferences, and meetings for management and staff; arranges meeting logistics, researches relevant background information, and ensures schedules and supporting materials are maintained.

Serves as the primary administrative point of contact for staff, visitors, federal agencies, and the public; responds to inquiries regarding departmental operations, policies, and procedures, resolves routine issues, and refers complex matters to appropriate personnel.

Performs administrative and operational support functions, including purchasing, expenditure tracking, time and attendance, travel and training documentation, personnel actions, property and fleet management, records tracking, and dissemination of updated administrative guidance.

Requirements & Education

If you are substituting education for experience; You are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed, and grades. Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer. Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S.

Department of Education may be credited. Applicants can verify accreditation at the following website: https://www.ed.gov/accreditation. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Indian Health Service, Department of Health and Human Services.

What is the salary for this position?

The posted pay range is $41178 – $53531/yr.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-30.

Who is eligible to apply?

This position is open under the 'Fed Competitive' hiring path.