U.S. Department of Veterans Affairs · 21 hours ago
Secretary (OA)
San Antonio, TX
Full-time
Onsite
Entry Level
1+ years expThe U.S. Department of Veterans Affairs is seeking a Secretary Office Automation (OA) for the Audie L. Murphy VA Medical Center within Facilities Management Service. The role involves managing communications, organizing meetings, maintaining office files, and ensuring quality standards for outgoing correspondence.
GovernmentMedicalNational SecurityPublic Safety
No H1B
U.S. Citizen Only
Responsibilities
Receives and screens telephone calls and visitors to Facilities Management Service - ascertains nature of call or business and determines appropriate action
Arranges meetings and conferences including space - time - staff - agenda - and background material
Ensures that all correspondence - messages - reports and other communications that leave facilities management department meet all quality standards
Uses independent judgment to resolve conflicts in task assignments - calendar conflicts to include those involving executive office and facilities management - clerical issues and other administrative issues within facilities management department and other medical center staff concerning routing of requests/tasks - etc
Screens calls and visitors ranging from in-house facilities management personnel to higher VISN - medical center staff - and community officials
Receives taskings from outside of facilities management department and maintains the tracking of the taskings - ensuring that they are all answered and on time
Reviews all outgoing correspondence and reports prepared for signature of supervisor to ensure proper format - conformance with instructions - accurate grammar - typographical accuracy - and necessary attachments
Maintains current suspense file - keeping appropriate personnel informed of required submission dates for replies to correspondence and/or reports - etc
Scans all incoming mail for the Chief and routes routine items directly to appropriate staff offices
Develops - organizes - and maintains Facilities Management Service office files and records - both electronically and on paper - located within the Office of the Chief
Takes and provides in final form meeting minutes - including Facilities Management Staff - Executive Safety Committee - Construction Committee - Green Environmental Management System (GEMS) Committee - and other meetings coordinated by Facilities Management Service
Composes and types routine and general administrative memoranda - email - and correspondence
Maintains records of all space key assignments within the medical center
Acts as primary timekeeper and back up timekeeper
Acts as an alternate in the absence of the Work Order Coordinating Clerk
Maintains files in accordance with governing regulatory procedures
Handles special projects as assigned by the Chief
Applies knowledge of the types of information maintained and the procedures for accessing databases throughout the office to locate and import information to be included in publications
Serves as both the Education Coordinator and ADP Applications Coordinator (ADPAC) alternate for Facilities Management Service and is responsible for maintaining records related to training given and received by Facilities Management employees
Uses office automation systems and various software packages to accomplish work
Uses knowledge of software utilities and function commands to manipulate text to accomplish formats - revision - deletions - and additions
Qualification
Required
Applicants must meet all requirements by the closing date of this announcement - 02/02/2026
Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement
For a GS-06 position you must have served 52 weeks at the GS-05
The grade may have been in any occupation - but must have been held in the Federal service
An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials
If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement
In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade
Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment
You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization
Examples of specialized experience would typically include - but are not limited to: Reviewing and/or preparing publications - directives - reports; Computer knowledge to do word processing in Microsoft Word; Prepare and utilize data spreadsheets; Create and maintain files; Facilitate effective communications
Company
U.S. Department of Veterans Affairs
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10001+ employees
Funding
Current Stage
Late StageLeadership Team
Charles Worthington
Chief Technology Officer
Helga Rippen
Chief Interoperability and Veteran Access Officer
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