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Secretary (Office Automation)

4 months ago

Salem, Oregon, United States Department Of Veterans Affairs Full time
Summary

The Secretary (Office Automation) is located in the Department of Veteran Affairs, Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Salem VA Medical Center under the Access and Scheduling Management Service (ASMS).



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 may include, but are not limited to the following:

  • Provides advice and guidance to subordinate organization's staff and clerical personnel on administrative, clerical, and procedural requirements and instructions.
  • Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative, clerical, and procedural work of the unit (ie: supply ordering, flow chart processing, monitoring standard office procedure and due dates).
  • Updates tracking systems or suspense files for unclassified document control.
  • Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures.
  • Assists with tracking and notification of due dates for required Service staff.
  • Performs administrative and technical support in the forms of typing, transcription, minutes, preparation of correspondence, assists with submitting travel request and preparation of personnel related matters.
  • Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication without Supervisory input based on knowledge of office policy, procedure, and preference.
  • Proofreads and edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Returns incorrect material prepared by others with revisions marked.
  • Prepares responses for the patient complaints and replies to Congressional inquiries.
  • Functions as the primary timekeeper for the Access and Scheduling Management Service, covering an assigned portion of both original and corrected timecard entry requirements for the service.
  • Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the public.
  • Provides general clerical public contact support services, such as answering the phone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information.
  • Maintains multiple calendars, utilizing electronic calendars, regularly reconciling conflicting appointments, scheduling appointments, and ensuring coverage of required meetings, committees, and suspense commitments.
  • Performs office automation duties using such software application as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics programs.
  • Assists with/prepares spreadsheets, clinical research papers, slide presentations, and project proposals for resource utilization.
  • Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, desktop publishing, graphics, slide presentations, and other similar products.
  • Obtains and monitors the use of services, supplies, or equipment for the office to include assisting with reasonable accommodation equipment, office supplies and approved supplies requested by employees.
  • 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.
  • Performs other duties as assigned.
Work Schedule: Monday - Friday, 8:00 am - 4:30 pm

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not Approved

Financial Disclosure Report: Not Required