Secretary (Office Automation)

Job Title

*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