Secretary (OA) - Department of Veterans Affairs : Job Details

Secretary (OA)

Department of Veterans Affairs

Job Location : Biloxi,MS, USA

Posted on : 2024-10-26T07:51:26Z

Job Description :

Summary

You will serve as secretary and liaison to the Chief, Medical Service, and the Administrative Officer. He/she is a liaison between the Chief and al departments and clinics within Medical Service as well as adjacent services and facilities. As the secretary and liaison to the Chief, Medical Service, and the Administrative Officer you will provide administrative guidance and general support to various groups which include: Medical Service physician staff in Biloxi, Pensacola and Mobile Clinics.

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Overview

* Accepting applications

* Open & closing dates

10/21/2024 to 10/31/2024

* Salary

$44,117 - $57,354 per year

* Pay scale & grade

GS 6

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Location

1 vacancy in the following location:

* Biloxi, MS

* Remote job

* Telework eligible

* Travel Required

Not required

* Relocation expenses reimbursed

* Appointment type

Permanent

* Work schedule

Full-time

* Service

Competitive

* Promotion potential

None

* Job family (Series)

* 0318 Secretary

* Supervisory status

* Security clearance

Not Required

* Drug test

* Position sensitivity and risk

Non-sensitive (NS)/Low Risk

* Trust determination process

* Suitability/Fitness

* Credentialing

* Financial disclosure

* Bargaining unit status

Yes

* Announcement number

CBST-12511075-24-TW

* Control number

815029200

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This job is open to

* Internal to an agency

Current federal employees of this agency.

* Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a surplus or displaced employee.

Clarification from the agency

This vacancy is open to current permanent Gulf Coast Veterans Health Care System Employees including satellites and CTAP eligibles.

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Duties

* Experience preparing agendas; taking minutes and transcribing them into the proper format and distributing.

* A qualified typist is required (40 wpm or more)

* Ability to maintain administrative files, reports, committee information, correspondence, and personnel files.

* Experience with preparing and assisting with correspondence such as congressional inquiries, various memorandums, or letters, and preparing memos.

* Responsible for coordinating and connecting the V-Tel video conference systems, Coordination is either point-to-point or gatekeeper. He/she's expertise provides the ability to trouble shot problems that occur; coordinate the connection of several conference rooms for video conference meetings.

* Experience with making travel arrangements to include booking flights; hotel/motel reservations; coordinates dates/times of meetings.

* Experience with managing a suspense file and ensures all requirements are met according to suspense.

Work Schedule: Monday- Friday, 08:00am-04:30pm; Subject to change based on service needs to work schedule.

Telework: Not eligible for Telework

Virtual: This is not a virtual position.

Position Description/PD#: Secretary (OA)/PD035680

Relocation/ Recruitment Incentive: Not authorized

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Requirements

Conditions of Employment

* You must be a U.S. Citizen to apply for this job

* 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 Additional Information below for details.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/03/2024.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS-6 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-6 position you must have served 52 weeks at the GS-5. 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 has context menu.

You may qualify based on your experience as described below:

Specialized Experience : 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:

* Maintains administrative files, reports, committee information, correspondence, and personnel files.

* Makes travel arrangements for visiting physicians using Government Concur Travel for booking flights; hotel/motel reservations; coordinates dates/times of meeting. He/she will complete traveler's expense report as defined in policy.

* Prepares all agendas for service level meetings and various committees assigned to the Service Chief. He/she is responsible for taking minutes and transcribing them into the proper format, supplying a finished product to committee members and committee chair for review and approval. Once approved, the incumbent will post approved minutes on station share drive.

* Maintains administrative files, reports, committee information, correspondence, and personnel files.

* Establishes and maintains routine communications with outside organizations.

* Purchase card holder for Medical Service, working closely with approving officials and following the guidelines for purchasing.

* Responsible for entering Information Management Service (IMS) requests, Work Order (MAXIMO) requests, Trip Ticket requests, VPN requests, Phone Requests, and Laptop Computer Requests.

* Responsible for keeping the Medical Service Disaster Call-Back Roster up to date with the most current contact numbers and forwards the updated roster to the Medical Service Chief, Service Chiefs and Clinical Staff.

You will be rated on the following Competencies for this position:

* Technical Competence

* Computer Skills

* Communication

Typing Proficiency: 40 words per minute typing speed.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Demands: Work physical demands places slight physical demands on the employee. The work includes walking, standing, bending, sitting, and carrying of light items, such as files and/or office supplies. Occasionally the incumbent is required to lift a case of paper weighing 10 to 20 pounds. You will spends much time sitting and working at the computer.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

This job opportunity announcement may be used to fill additional vacancies.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information.

* Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the Who may apply eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

* Benefits

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Review our benefits

* Required Documents

As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

To apply for this position, you must provide a complete Application Package which includes:

* Resume

* SF-50/ Notification of Personnel Action

Resume Requirement: Your resume must include the following information: Job title, description of duties, beginning and ending date (month/year) of employment; and average hours worked per week.

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

* Cover Letter

* Other (1)

* Performance Appraisal

* Resume

* Separation Notice (RIF)

* SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

* Most recent SF-50 if you are a current or former Federal employee

* An SF-50 showing 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

* Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.

* Examples of appropriate SF-50's include:

* Within grade increases at the highest grade held; or

* Promotions with an effective date more than one year old; or

* SF-50's at the highest grade held with an effective date more than one year old.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

* How to Apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click The application process is as follows:

* To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents.

* Answer the questions presented in the application and attach all necessary supporting documentation.

* Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 09/03/2024. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

* If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click Track this application to return to your assessment completion notice.

* Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.

* Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended.

* Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused.

For more general information, system requirements, reasonable accommodation information, and to request assistance regarding the USA Hire Assessments, review the following resources:

To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed.

To view the announcement status or your application status: application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments here:

Agency contact information

Takayla Wayne

Phone 501-###-#### X75505 Email [email protected]

Address Biloxi VA Medical Center

400 Veterans Avenue

Biloxi, MS 39531

Learn more about this agency

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

* Fair and Transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

* Criminal history inquiries

* Equal Employment Opportunity (EEO) Policy

* Financial suitability

* New employee probationary period

* Privacy Act

* Reasonable accommodation policy

* Selective Service

* Signature and false statements

* Social security number request

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Required Documents

To apply for this position, you must provide a complete Application Package which includes:

* Resume

* SF-50/ Notification of Personnel Action

Resume Requirement: Your resume must include the following information: Job title, description of duties, beginning and ending date (month/year) of employment; and average hours worked per week.

* Cover Letter

* Other (1)

* Performance Appraisal

* Resume

* Separation Notice (RIF)

* SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

* Most recent SF-50 if you are a current or former Federal employee

* Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.

* Examples of appropriate SF-50's include:

* Within grade increases at the highest grade held; or

* Promotions with an effective date more than one year old; or

* SF-50's at the highest grade held with an effective date more than one year old.

If you are relying on your education to meet qualification requirements:

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Help

How to Apply

* To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents.

* Answer the questions presented in the application and attach all necessary supporting documentation.

* Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.

For more general information, system requirements, reasonable accommodation information, and to request assistance regarding the USA Hire Assessments, review the following resources:

Agency contact information

Takayla Wayne

Phone 501-###-#### X75505 Email [email protected]

Address Biloxi VA Medical Center

400 Veterans Avenue

Biloxi, MS 39531

Learn more about this agency

Next steps

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

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