Office Secretary

Quick Facts

• Role: Office Secretary (Office management and executive administrative support)

• Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m.

Description

Serve as office manager and primary administrative support for the Deputy Medical Center Director, operating independently to manage day-to-day clerical functions in the executive office. Support the Deputy Director by coordinating correspondence, maintaining records, managing the calendar and travel, assisting with training organization, and providing administrative systems and compliance support.

Responsibilities

• Support the Executive Office and advise clerical/administrative staff on administrative policies and procedures

• Manage day-to-day administrative activities and coordinate clerical processes

• Manage system-wide correspondence, mail, and email flow

• Organize training and learning sessions for administrative assistants and secretaries

• Provide guidance on correspondence preparation, file maintenance, and administrative issues within established guidelines

• Maintain a library of written instructions and reference materials

• Establish and maintain subject-matter files and records for the executive office

• Perform ADPAC coordinator work and related administrative tasks

• Support Talent Management System (TMS) course assignment coordination and monitor employee training records for compliance

• Coordinate with Contracting Office representatives; serve as the designated Fund Control Point of contact

• Serve as primary timekeeper for the office (including overtime/comp time requests as appropriate)

• Coordinate regular and unscheduled site visits

• Control scheduling of the Deputy Director’s calendar; set priorities; schedule appointments and travel

• Establish meeting schedules, develop agendas, compile data, and coordinate participants/presenters and logistics

• Use automated systems and office software to produce documents and maintain electronic data (e.g., spreadsheets/databases)

Requirements

• U.S. citizenship

• Complete all required steps, including an online assessment (USA Hire competency-based assessment)

• Subject to background/security investigation

• Complete online onboarding and provide acceptable identification (REAL ID compliant as of May 7, 2025)

• Participation in the seasonal influenza vaccination program is required

• Serve a 1-year probationary period or a 2-year trial period

• Specialized experience: 1 year equivalent to at least GS-7 in administrative/executive support (correspondence processing, calendar/travel management, use of office automation for complex documents, timekeeping, and filing systems)

• Typing speed: at least 40 words per minute

• Time-in-grade requirements apply to current Federal employees (GS-08 requires 52 weeks at GS-07 within the past 52 weeks; provide SF-50 proof)

• No educational substitution at this grade level

Benefits

A career with the U.S. government provides a comprehensive federal benefits package; eligibility depends on the type of position and whether it is full-time, part-time, or intermittent.