Job Title

Summary The Tibor Rubin VA Medical Center currently recruiting one (1) Secretary in Health Administration Services (HAS) in Long Beach, CA. The primary purpose of the position is to perform day to day administrative assistance to the Chief of the Health Administration Service line. This position is organizationally assigned to HAS primarily to perform the full range of administrative staff support work necessary to assist the Chief of HAS in the management of the service line. Responsibilities Duties include but are not limited to the following: Manage requests for information and/or resolve a variety of administrative inquiries both from within and Outside of organization. Review all outgoing correspondence and reports for i.e. proper format, mathematical accuracy, correct grammatical contents, spelling and all necessary coordination of facts has been completed. Input employee's attendance and leave information daily i.e. includes regular hours, days worked, overtime, holiday pay, differential, compensatory time earned or taken, any applicable premium pay, absence for Leave Without Pay (LWOP), Absence without Leave (AWOL), military leave, annual and sick leave, Authorized Absence (AA) and changes in T&L units Receive incoming correspondence, publications, regulations and directives, to ensuring tasks, reports, and other action items are completed timely by distributing work to appropriate staff member and departments. Collaborate with the Administrative Officer for the effective coordination and/or administration of human resource programs, i.e. including personnel actions, incentive awards, and performance evaluation programs. Schedule/reschedule appointments when it becomes apparent that supervisor will not be able to meet as needed. Brief supervisor on matters to be considered before the scheduled meetings as needed. Coordinate for appropriate staff to attend meetings in the absence of the service chief and deputy chief as needed. Prepare final documents and various other correspondence from e.g. recorded/verbal dictation, rough drafts, rough notes of engineers and including highly technical and complex terminology of an engineering, architectural and construction nature Screen calls and visitors to assure follow-up inquiries are referred to appropriate personnel based on knowledge of programs and/or operations. Maintain current personnel listing of employee's emergency contact information and/or updating the emergency cascade call back rosters and distributing listing to the appropriate personnel. Manage office supplies by developing and managing inventory and adjust volumes based upon the usage rates and customer needs. Work Schedule: Monday - Friday 7:30am -4:00pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD13071O Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See