Secretary, Administrative​/Clerical

Secretary

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Manages and maintains calendars and schedules; coordinates meetings, conferences and appointments; ensures leadership is briefed in advance on the purpose, participants, and background materials required for each engagement.

Receives, screens, and directs all incoming visitors; independently determines the nature and urgency of each contact; provides information or refers to appropriate staff based on knowledge of service operations, priorities, and personnel.

Composes, prepares, reviews, and distributes correspondence, memoranda, reports, briefing materials, and other documents on behalf of the administrative officer and department leadership, ensuring accuracy, proper format, and conformance with agency correspondence standards.

Arranges and manages travel for department leadership and staff, including preparing travel authorizations, booking transportation and lodging in the agency travel system, processing travel vouchers upon return, and ensuring compliance with agency travel policies and applicable per diem regulations.

Collects, compiles, analyzes, and distributes reports daily, monthly, and quarterly regarding the planning, analyzing, and evaluating the effectiveness of patient and operating flows across department campuses and community based outpatient clinics.

Oversees daily analysis of clinic scheduling, patient flow, and utilization of the scheduling system; identifies gaps or inefficiencies and brings findings to the attention of the administrative officer or appropriate administrative staff for action.

Performs data retrieval and compilation for quality management improvement purposes; prepares and distributes analyses and supporting data to service leadership and relevant staff for review and action.

Creates statistical diagrams, organizational charts, workflow charts, and other graphics to support presentations delivered to all levels of leadership.

Reviews time and attendance records and other personnel documentation to ensure proper application and consistency of pay regulations across multiple appointment types within the department; flags discrepancies for review by the administrative officer.

Maintains knowledge of supply and inventory policies and procedures; monitors stock levels, initiates supply orders as needed, and ensures compliance with agency supply chain policies to support uninterrupted administrative and clinical operations within the department.

Confirms that vendors are following proper procedures with the billing of disposables and coordinates with administrative staff when there are new vendors or aggregate issues with invoice processing; escalates unresolved discrepancies to the administrative officer.

Supports the administrative officer in tracking and coordinating documentation for all privileged clinical staff; maintains tracking logs for initiation, completion, and submission deadlines; follows up with section chiefs and credentialing staff to ensure timely completion in advance of medical executive committee review cycles.

Performs other duties as assigned.

Work Schedule:

Monday - Friday, Day Shift

This position is not a virtual position.

Position Description/PD#:
Secretary / PD523-00724-O

Relocation/Recruitment

Incentives:

Not authorized

Critical Skills Incentive (CSI):
Not approved

Permanent Change of Station (PCS):
Not authorized

Notifications:

• This position is not a Bargaining Unit position.
• This position is covered by locality-based comparability pay.
• Veterans' preference does not apply for internal or other current permanent Federal agency employees.
• Interchange Agreements with Other Merit System:
  Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
• Current and permanent Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• The incumbent may be required to travel to other VA campuses and CBOC's. **(RECRUITMENT REQUEST LIST 25% TRAVEL REQUIRED)**