Secretary Office Automation

4 weeks ago


Salem, United States Veterans Health Administration Full time

Summary

The Secretary-Office Automation position serves in Health Information Management Service, Salem VA Health Care System, Mid-Atlantic Health Care Network - VISN 6, Veterans' Health Administration, Department of Veterans Affairs, Salem, VA.

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 include, but may not be limited to:

Office Management: Receives visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff, or personally provides the desired information involving routine or procedural matters. Takes requests for appointments with supervisor, checks availability and confirms appointment. Reschedules appointments upon request of supervisor or key staff member. Responds to routine and non-technical requests for information, such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Reviews correspondence prepared for the supervisor by his/her subordinate staff checking for spelling, typographical errors, conformance to formats and procedural requirements. Schedules appointments/meetings and plans for time, participants, and location of meetings in accordance with instructions from the supervisor. Makes necessary arrangements for travel, arranging schedules of visits, making reservations, notifying organizations and officials to be visited, and submitting travel requests, vouchers, and reports for Chief and supervisors, as indicated. Transcription: Attends meetings to take minutes for HIM meetings. Prepares and distributes minutes of staff and other related HIM meetings. Serves as Recording Secretary for the Medical Records Committee meetings held monthly. Performs as backup for Transcription Coordinator duties when he/she is out of the office; including assigning dictation numbers to incoming physicians/residents and making sure all View Alerts are assigned. Personnel Processing: Serves as timekeeper for HIM, ensuring accurate recording of overtime, leave, authorized absence, and other related matters. Posts and maintains assigned Fund Control Point records, bringing discrepancies to the attention of the Chief, or designee, and notifies the need for additional funding. Prepares personnel actions utilizing HR Smart Manager Self Service for tuition reimbursement, training requests, and related documentation as indicated or requested for submission. Enters training into TMS for HIM employees.
Work Schedule: Monday - Friday; 7:45AM - 4:30PM
Recruitment & Relocation Incentives: Not authorize
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Financial Disclosure Report: Not Required

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