Secretary (Office Automation)

Summary

This position is located within the Facilities Management Service (FMS) at Orlando VA Health Care System (OVAHCS) Department of Veterans Affairs, in Orlando, FL. The incumbent serves as the principal administrative and clerical support for the FMS leadership team, ensuring efficient coordination of office functions, communication, and workflow. The position supports the mission of the VA by facilitating administrative operations that directly impact the care and services provided to Veterans.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** The VA Orlando Healthcare System provides you with outstanding health care, trains America's future health care providers, and conducts important medical research. Health care and services We provide you with health care services at 12 locations serving east central Florida. Facilities include our Orlando VA Medical Center and 11 community-based outpatient clinics in Clermont, Daytona Beach, Deltona, Kissimmee, Orlando, Palm Bay, Port Orange, Tavares, Viera, and Winter Park. We also have a mobile care unit that is based at our Winter Park VA Clinic for Veterans who are unable to visit our hospital or outpatient clinics. To learn more about the services each location offers, visit the VA Orlando health services page. The VA Orlando Healthcare System is one of the leading health care systems serving Veterans in the VA Sunshine Health Care Network. We're an innovative care center within Health Service Area (HSA) 2.3. HSA 2.3 includes medical centers and clinics in Florida, Georgia, and the Caribbean. Major Duties Serves as primary Records Management designee, ensuring full compliance with VA Handbook 6300 series on records retention and accountability and 6500 - Information Security Program. Manages updates and revisions to the services SharePoint site ensuring accurate information, data and resources are easy to access, in accordance with VA SharePoint Governance Guidelines and local SOP for digital content management. Prepares, reviews, and routes documents for signature and distribution. Reviews outgoing correspondence for format, policy conformance, and grammatical accuracy, ensuring all necessary background materials are attached and any local policy/guidance standards are met. Responsible for FMS weekly review and reporting of all national Action Items and site visit tracker dashboards to ensure accuracy and timeliness of service submissions. Obtains and compiles information from various VA sources, requiring knowledge of the VA's organizational structure. Researches regulations and prepares packages for supervisor review. Composes correspondence independently based on knowledge of the supervisor's views, including letters of acknowledgment, administrative memos, and policy communications. Serves as the primary timekeeper for the Facilities Management Service, ensuring accurate and timely timekeeping Submits request to Office of Information and technology (OIT) portal as requested to help support employees and supervisors needs. Performs general clerical duties including answering phones, filing, and greeting visitors. Personally handles inquiries not requiring specialized knowledge, using personal knowledge or information from office files. Responds to requests for information and develops one-of-a-kind reports using office records and data as requested. Schedules meetings, interviews, and appointments; maintains calendars for FMS leadership. Prepares agendas, minutes, and subcommittee reports for assigned committees using standard procedures, formatting and documents per local guidelines. Tracks and monitors work in progress and deadlines for assigned projects/task. Work Schedule: Monday-Friday 7:30am-4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. You may qualify at the GS-6 level if you fulfill the following qualifications: SPECIALIZED EXPERIENCE: One (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of this position. To be creditable, this experience must have been equivalent to at least the GS-5 grade level in the Federal service. Specialized experience includes: Scheduling meetings, interviews, and appointments; maintaining calendars for leadership; preparing agendas, minutes, and subcommittee reports for assigned committees using standard procedures, formatting and documents per local guidelines; receiving telephone calls and visitors; operating various office automation software and equipment to perform administrative support tasks; taking and delivering accurate messages for staff members; and maintaining basic office filing systems. -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. 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/. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Education

There is no educational substitution at this grade level.