The Secretary provides overall administrative and secretarial support for the Associate Chief Nurse, Associate Chief of Staff, Nurse Managers, Service Chiefs, Radiology Supervisor, Administrative Officer, and other administrative staff within the service. The incumbent serves in multiple capacities and independently prioritizes daily work assignments. The incumbent is aligned to the Associate Chief Nurse.

Duties

Duties include but not limited to the following: Initiates Just in Time (JIT) and Electronic Permission Access System (ePAS). Serves as Specialty Care Personal Identification and Verification (PIV) Sponsor, Records Liaison, Purchase Card Holder, and Service Line Timekeeper. Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides public contact support services (general and specialized) to include answering telephones, referring visitors, and providing information about the agency. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Edits letters, composes letters, records, and transcribes committee minutes, prepares reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, develops standard or form letters and replies to inquiries. Develops background information and prepares outlines for supervisor's public speaking engagements, papers, and correspondence/ reports. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Schedules appointments, coordinates meetings, and/or schedules conferences for Service Line Management Team. Schedules all interviews for candidates to positions within Specialty Care Service. Provides research and background information on the subject matter of meetings without direction. Attends meetings and follows up on action items with appropriate staff members independently. Conducts research of files and assembles background information about incoming material prior to referral. Acts as the Service Records Control Liaison and is responsible for maintaining office and administrative files in accordance with the established VA system of records control directive (RCS 10-1). Prepares medical center policies and history files in accordance with agency directives and policies. Prepares correspondence in accordance with established facility requirements, and aids other staff within Specialty care (both clerical and professional) regarding correct format, etc. Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance to include maintaining calendars and recording appointments or arranging for meetings and small conference administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Serves as the senior timekeeper for the respective Service Line Management Team and as a backup timekeeper for other Service Lines. Prepares and maintains appropriate forms for human resources actions to include preparing HR forms and SF 52's for separation, recruitments, change in pay status, change in name, etc. Serves as subject matter expert in the workflow of HR Smart to ensures all approvals are signed and tracked accurately and timely. Tracks recruitments and announcements for the Service Line. Independently assists in preparing Move and Space Plans. Independently prepares regular and intermittent reports for including but not limited to: MSDS certification, Functional Categories, Quarterly Menu Reviews, and time and leave surveys. Obtains and monitors use of services, supplies, or equipment for the office. Independently submits electronic requests for IT service and access to menus and software applications for management and employees. Performs other related duties as assigned. Schedule: Monday-Friday 8:00am- 4:30pm;Position Description/PD#: Secretary (OA)/PD000000 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• 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
• Valid, unrestricted Driver's License

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/21/2023. 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-07 position you must have served 52 weeks at the GS-06. 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 and/or education as described below: Specialized Experience: The Specialized Experience for this position is: providing clerical and administrative assistance to the organization; receives telephone calls and greets visitors within the office setting using independent judgement in referring, initiating, or disposing of inquiries and requests; creates and maintains administrative files and records. Experience composing, editing, and reviewing letters, reports, and other written forms of correspondence; Experience recording minutes for service meetings; Experience coordinating service-level calendar operations, to include scheduling appointments and coordinating meetings/conferences; Experience monitoring, inventorying, and ordering office supplies at the service level. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceManages and Organizes InformationOrganizational StewardshipPlanning and EvaluatingSelf Management Physical Requirements: The work is sedentary. Typically the employee may sit comfortably to do the work. However there may be some standing, walking, bending, carrying of light items such as books, papers, small parts, driving an automobile. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa, AL 35404 US
• Name: Jeniqua Knuckles
• Phone: 843-577-5011 X201807
• Email: [email protected]