Secretary (Office Automation)

U.S. Department of Veterans Affairs; El Paso (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

The U.S. Department of Veterans Affairs at EPVAHCS in El Paso, Texas is seeking a Secretary (Office Automation) to support the Chief of Medical Specialties. You will handle routine inquiries, screen visitors, manage calendars, and prepare routine correspondence under general supervision.

This role emphasizes independent scheduling within delegated authority and coordination with Human Resources, timekeeping, and maintaining tracking systems. Standard hours are Monday–Friday, 8:00 am to 4:45 pm.

Qualifications

• Experience performing clerical and administrative support in a professional office.
• Ability to manage multiple files, calendars, and correspondence.
• Typing proficiency to at least 40 words per minute.

Responsibilities

• Screens visitors and telephone calls and directs them to appropriate staff.
• Manages all incoming correspondence and action documents.
• Reads, screens, and routes items for action; prepares routine correspondence.
• Maintains personal files and calendars for senior staff.
• Maintains timekeeping records and assists with reporting and committee records.

Skills

Office Administration

Clerical Support

Tools

Microsoft Word

Excel

Outlook

Talent Management System (TMS)

WebHR

Vista

Job description

Summary

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.

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.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/06/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Knowledge of the organizational structures and reporting systems. A broad knowledge of an extensive body of rules - regulations - and procedures to effectively perform a variety of assignments and resolve a variety of problems. Knowledge of the organizational of office files and the purpose and content of documents in files. Knowledge of organizational skills are necessary for use in maintaining numerous office files - suspense records - preparing reports and general working functions within the Medical Specialties and Chief of Staff Services. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school. 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. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours (i.e. - beyond the second year) to be creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPT REQUIRED). 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. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment - change to lower grade - transfer - appointment - or reinstatement. Management may use any one or any combination of these methods to fill the position. 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

• 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