Secretary (OA)

About the role

Serves as secretary and primary point of contact for the Associate Director at the Erie VA Medical Center. Manages the AD Office, handling complex administrative tasks, prioritizing issues, ensuring communication flow, and maintaining compliance with policies. Also trains clerical and administrative staff under the Associate Director's oversight.

Responsibilities

• Screens and tris calls and visitors; resolves or assists in resolving complaints from Veterans, families, or congressional offices.
• Copies and distributes incoming mail with appropriate routing and background prep.
• Responds to routine information requests and determines authorized release of information.
• Tracks suspense items and coordinates responses to VISN requests; summarizes information as needed.
• Ensures proper correspondence procedures; trains clerical staff on formats and documentation standards.
• Prepares documents, memos, and responses with minimal review; ensures grammar, formatting, and accuracy.
• Prepares agendas and minutes for facility-wide administrative councils and committees.
• Serves as Records Control Liaison; ensures proper maintenance and disposal of records.
• Maintains expertise with databases (EGAR, Menu Requests, PIV, HRSMART, Work Orders); enters requests and supports other leadership offices.
• Serves as Control Point Clerk for supply and service requests.
• Acts as Talent Management System Coordinator; tracks staff training compliance.
• Manages Time and Attendance for AD's direct reports; ensures accuracy and resolves exceptions; serves as backup timekeeper.
• Maintains office supply inventories and performs other assigned duties.

Requirements

This job is open to current permanent Department of Veteran Affairs employees, current permanent Federal employees of other agencies and all US Citizens.

Qualifications

• To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/13/2026.
• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Administrative concepts, principles and practices such as preparing memorandums, reports, spreadsheets and other documents and forms of correspondence; Skill in operating a personal computer. ,using databases, word processing, spreadsheets, and other applications (i.e. Microsoft Word, PowerPoint, Excel, Access, Outlook, Publishing, etc.)