Position Description

Title: Medical Office Secretary (SCA Labor Category 01311)

Location: JCSE Clinic 8532 Marina Bay Dr., MacDill AFB, Tampa, FL 33621

Job Summary: The contractor shall supply all necessary equipment and labor required to perform services for military treatment facilities (MTFs). Additionally, the contractor monitors, manages and reports on services for higher management and develops plans to improve timeliness and accuracy rates, service availability, and overall MTF performance and compliance.

Period of Performance: This current contract is scheduled to end on July 14, 2024, unless otherwise terminated or extended by the government.

Hours of Operation: Monday through Friday 0700-1600 or 0730-1630 (Government Supervisors Discretion).

Personnel Qualifications:

At least 12 months of experience as a medical secretary is required.

General medical ethics, telephone etiquette, excellent communications and customer service skills.

Education. High school diploma or General Educational Development (GED) equivalency.

Medical terminology and Medical Administrative Specialist Certification desired.

Must be a fully qualified typist with a minimum of 70 WPM is required.

English language, correct grammar, spelling, punctuation, capitalization and format to prepare and edit written correspondence, reports, and transcribed material.

Proficiency in Microsoft Office software. Able to use various programs, such as Word, Excel, Access, PowerPoint, and Project to generate various products (i.e., tables of contents, import graphs or databases, create glossaries, align multiple columns, print document, identify files or make other notations at the top or bottom of each page, and create form letters and automatically merging these with mailing lists).

Primary Responsibilities:

Work Environment/Physical Requirements. The work is primarily sedentary. However, there may be some physical demands. Requirements include prolonged walking, standing, sitting or bending.

Prepares a wide variety of recurring and some nonrecurring correspondence, reports, minutes, and other documents.

Proofreads/edits documents. Ensures procedural and grammatical accuracy, conformance with general policy, and factual correctness. Ensures coordination procedures are followed.

Screens incoming mail and distributes to appropriate staff member; reroutes to other organizations/offices, or handles personally.

Establishes and monitors suspense dates and brings to managements attention any conflicts in schedule.

Receives telephone calls, greets customers, and schedules appointments.

Coordinates with staff to build schedules in CHCS.

Maintains supervisors calendar, coordinates meeting arrangements, and schedules meetings and/or conferences.

Establishes, updates, and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Maintains, purges, and disposes of office records/files in accordance with regulations and procedures.

Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures.

Requisitions office supplies, printing support, and related materials and services. Updates tracker or suspense files as required.

May serve as a liaison between supervisor and subordinate units. May be responsible for the receipt, control, logging, safekeeping, and necessary action on sensitive materials.

Member may also be assigned any other additional duties to maintain mission readiness by supervision.

Records and transcribes stenographic notes of correspondence, reports, and similar material; telephone conversations; and office meetings and conferences and any other duties as may be assigned by the Clinic NCOIC to maintain mission readiness.

Upload data to web-based medical readiness communities of practice.