Secretary (Office Automation)

U.S. Department of Veterans Affairs; Murfreesboro (TN); Sur place; USD 55 000 - 75 000; Plein temps

Résumé du poste

The U.S. Department of Veterans Affairs seeks an Executive Secretary (Office Automation) for the Deputy Chief of Staff at the Tennessee Valley Healthcare System in Murfreesboro, TN.

Responsibilities include managing executive schedules, coordinating meetings, handling sensitive correspondence, and preparing reports. Ideal candidates will have specialized secretarial experience, strong typing skills (40 wpm), and the ability to work in a fast-paced healthcare administrative environment.

Qualifications

• Specialized experience at or above GS-7 level in secretarial/administrative support.
• Typing proficiency of at least 40 words per minute.

Responsabilités

• Manage day-to-day office functions for leadership, including scheduling and conferences.
• Coordinate projects and initiatives for executive leadership.
• Prepare responses, follow-ups, and communicate with internal/external staff.

Connaissances

Secretarial support

Calendar management

Travel arrangements

Report preparation

Outils

Office automation

Description du poste

Summary

Employee will serve as the Executive Secretary (Office Automation) to the Deputy Chief of Staff located at the Tennessee Valley Healthcare System in Murfreesboro - TN.

Summary

Employee will serve as the Executive Secretary (Office Automation) to the Deputy Chief of Staff located at the Tennessee Valley Healthcare System in Murfreesboro - TN.

Qualifications

SPECIALIZED EXPERIENCE: Requires one full year of specialized experience that equipped the applicant with the particular knowledge - skills - and abilities (KSA's) to perform successfully the duties of the position - and that is typically in or related to the position to be filled. To be creditable - specialized experience must have been equivalent to at least the next lower grade level (GS-7) in the Federal service. Specialized experience includes providing secretarial support in a complex/fast-paced environment managing executive schedules and calendars - coordinating meetings - making travel arrangements - handling sensitive correspondence - compiling and preparing reports - maintaining office files and records; applying office procedures - correspondence rules (grammar - spelling - punctuation) - and using office automation/computer systems; interacting with a wide variety of people with divergent backgrounds. Knowledge of healthcare system administrative policies and programs is preferred. (Resume(s) must clearly support the level of specialized experience to qualify for this GS-8 position.) AND 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. Your 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. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE - PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties will include - but may not be limited to the following: Manages and coordinates the day-to-day office functions for leadership to include scheduling appointments and conferences - coordinating projects and initiatives - and serving as recorders for all committees - boards - and councils
• Responds to administrative issues brought to attention of internal and external staff or management officials
• Notifies the appropriate management official of the needs for information or recommendations and prepares responses or follow-up to ensure timely response by others
• Compiles information requested by leadership and required knowledge of clinical services offer by the agency
• Instructs and assists secretaries/administrative personnel in the clinical services and serves as back-up in their absence
• Serves as timekeeper
• Receives and prioritizes incoming correspondence
• Processes outgoing materials such as correspondence - reports - memoranda - and other forms of written communication
• Edits letters - composes letters and reports - prepares public presentation outlines - and develops replies to inquiries
• In the Chief's absence - maintains a file of correspondence and events of which the Chief should know - and upon return - brings such matters to his/her attention
• Maintains recurring reports control log and suspense log of ad-hoc reports
• Assembles - summarizes - and tabulates statistics and materials from files or other sources and compiles into various reports
• Make travel arrangements - including itinerary - lodging - transportation
• Anticipates needs for materials or briefings for conferences and meetings and notifies staff member for needed information and organizes such materials
• Provides general office supply and equipment support services using established procedures to procure - authorize - control and justify purchases
• Perform other duties - as necessary
• Work Schedule: Monday-Friday - 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Telework: This position may be authorized for telework on an Ad-Hoc basis
• Telework eligibility will be discussed during the interview process.