SECRETARY (OA) - Veterans Affairs, Veterans Health Administration : Job Details

Summary The position is at the full performance level located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), at the Southern Arizona VA Health Care System in the Surgical Service. The primary purpose of the position is to perform duties to assist the Chief of the Surgical Service, and in some cases the subordinate staff of that individual, by performing general office work auxiliary to the work of the organization. Responsibilities Duties and responsibilities include, but are not limited to: Responsible for utilizing office automation equipment to prepare correspondence, documents, and reports; work performed requires the services of a qualified typist. Receives and screens telephone calls and visitors to the Office of the Chief, Surgical Service. Ascertains the nature of the call or the purpose of the visit and independently determines the appropriate action. Reads and screens all incoming correspondence, publications, regulations, and directives that affect the Surgical Service and unilaterally decides which can be acted upon personally and which must be referred to the Chief, Surgical Service, and/or Surgical Service Clinical Directors or subordinate supervisors for action. When necessary, uses personal judgment and initiative to obtain clarifying information from originating offices. Assists subordinate staff and other Surgical Service secretaries and program support clerks in interpreting vague instructions and in establishing any actions required. Briefs the Chief, Surgical Service, on such activity and maintains suspense controls to insure timely submission of responses. Prepares reports, memorandums, and outgoing correspondence for the signature of the Chief, Surgical Service, and Surgical Service Clinical Directors and, on occasion, for the SAVAHCS Director and reviews it for proper format, conformance with regulations, content, grammar, and special policies. When necessary, uses initiative to obtain clarification of any unclear information. Correspondence is often highly technical in nature and includes extensive medical terminology. Maintains and updates files, manuals, and special operating procedures pertaining to the Surgical Service and Surgical Service Clinical Directors, including VA regulations, reports, bulletins, circulars, etc. Also maintains records of recurring and non-recurring reports originating within the Surgical Service and follows up by contacting responsible employees to ensure submission of responses is timely and in the proper format. Serves as recorder of minutes for all meetings chaired by Chief or Assistant Chiefs, Surgical Service, and distributes copies of minutes to all appropriate personnel. Instructs and assists various Surgical Service secretaries, program clerks, students, volunteers, work- studies, etc. in the proper procedures and format for the preparation of correspondence and reports. Oversees all word processing activities for the Surgical Service, including the use of the most current computerized office automation equipment. Develops, coordinates, and conducts word-processing training for all Surgical Service secretaries and support clerks. This training is in-depth, ongoing and frequently includes daily technical assistance. Maintains the Chief, Surgical Service activity calendar and schedules appointments, conferences, and meetings on own initiative based upon personal knowledge of the Chief, Surgical Service workload and current issues of importance. Briefs the Chief, Surgical Service, and Surgical Service Clinical Directors in advance on matters to be considered at meetings and assembles background material for agenda items. Makes necessary travel arrangements for the Chief, Surgical Service, and Surgical Service Clinical Directors, including scheduling transportation, making hotel reservations, notifying organizations and officials to be visited, and typing various reports pertaining to the activity. Serves as a backup timekeeper for Surgical Service management personnel and for the Surgical Service staff. Enters leave data when necessary into the computer and compiles leave records used to compile reports. Monitors use of overtime, fee hours, and all leave and absences to assure compliance with VA policy and refers, when appropriate, to supervisors for action. Requisitions office supplies, equipment and publications as needed. Coordinates submission of work orders for equipment repair. Serves as key coordinator for the office of the Chief, Surgical Service, and Surgical Service staff under the direction of Surgical Service Clinical Directors, ordering, maintaining, and delegating door keys to staff. Work Schedule: Monday through Friday 8:00am to 4:30pm Telework: This position is not eligible for telework Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD10148O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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, 10/30/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS 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-06 position you must have served 52 weeks at the GS-05. 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. 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: Serves as the Secretary and principle administrative support position to the supervisor. Receives and screens telephone calls and visitors. Receives incoming correspondence, and determines which items should be brought to the supervisor's attention, or forwarded to other staff for action. Maintains the activity calendar and schedules appointments, conferences, and meetings on own initiative based upon personal knowledge of the workload and current issues of importance. You will be rated on the following Competencies for this position: Administration and Management Clerical 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 Requirements: The work requires sitting, walking, standing bending and carrying of light items such as papers, binders and books. The pace is fast and possibly at times, stressful. Auditory acuity to transcribe dictation is necessary. Visual acuity to accurately transcribe information into reports is essential. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.