Serves as Secretary to the ACOS and the Deputy ACOS. Reports to the Administrative Officer (AO) and is located in the Medicine Service at the Lt. Col Luke Weathers Jr. VAMC. This position performs all administrative, clerical and office functions and oversees the clerical/administrative needs for the Service, which has training, patient care, and research programs, all of which require coordination and/or oversight. The Secretary has responsibility for Medicine Service administrative programs.

Duties

- Responds to requests for information concerning service functions. Personally, prepares responses on schedule from source material. Anticipates need for information and systematically prepares material so that it is immediately available for supervisor's needs. In the absence of the Chief and in cases that would normally receive his / her personal attention, ensures that requests for action or information are made known to responsible "in charge" personnel who can satisfy the request. Follows 3 up on required actions and informs the Chief of their status. - Acts as liaison for the Service with the clerical and support staff of Top Management and all services in the Medical Center. - Arranges for conferences and regularly scheduled Medical Center committee meetings including such matters as location, schedule, agenda, and attendance list. Assures that agendas, background material and minutes of various committees are prepared and distributed to the various committee members and that interested or involved persons are notified of meetings. Prepares minutes of various committees, singling out the action items and follows up as required. - Makes necessary arrangements for travel, arranging schedules of visits, making reservations, notifying organizations and officials to be visited and submitting travel vouchers and reports. - Acts as liaison between the Chief, Medicine Service and other staff by providing accurate, timely advice on administrative procedures, reports, and requirements. - Plans and arranges the maintenance and preparation of data for standing or ad hoc reports. - Responsible for giving guidance to employees for travel preparation requests, authorized absences, and requests for tuition support funds for all Medicine Service employees and maintenance of records and management of budget allotted for this purpose. - Maintains records of all training received, training given, etc., as well as maintains appropriate records to ensure that all providers have current licensure and forwards this information to Quality Management and Performance Improvement and has the role of PIV Sponsor. - Automated Data Processing Application Coordinator (ADPAC) Designation: responsible in providing software and hardware support and training within the service, to include VISTA and Office Automation (OA) systems. Is the Service Chiefs representative to ensure a policy of granting the lowest level of computer access necessary for proper job performance. Ensures required courses are completed by staff prior to submitting Electronic Request for Access and that the appropriate user accounts are requested, appropriate primary and secondary menus, and security keys are requested. Responsible for training other users in Medicine Service to include introducing themselves and explaining their role as ADPAC. - The incumbent directs all activities of timekeeping, which includes accurate recording and maintenance of information related to time and attendance, e.g., daily posting of attendance and leave; posting data and individual timecards; coding and making mathematical computations on time and leave records; and providing information concerning policies and regulations governing the time and leave system, e.g., family care; extended sick leave, maternity leave, Family Medical Leave (FMLA), jury duty, military leave, and leave without pay. Assures that all required reports for overtime, LWOP, resignations, terminations are compiled and submitted in a timely manner and work with payroll office to resolve problems. - Complies with all safety-fire prevention rules/regulations, using protective equipment when required and provided. Promptly reports all accidents and notifies supervisor of unsafe/unhealthful conditions in the workplace. Attends scheduled training sessions and participates in facility or service level safety promotions as directed by supervisor. Knows fire drill and emergency plans for work area, including location of all emergency fire equipment. Work Schedule: Full Time, Monday - Friday 8:00am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework (ad-hoc). Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD004790 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/25/2023. 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-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. Applicants for this position must show possession of the following skills in addition to the Specialized Experience below: At least 40 words per minute typing speed. 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 level (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: directing inquiries to the proper source; organizing electronic and hard copy files; providing clerical and administrative support such as answering phones and greeting customers; manage fund control points and reconcile expenditures; submit and track work orders; maintain and communicate suspense actions; coordinating meetings to include preparing meeting rooms; and creating and reviewing correspondences/documents for accuracy and conformance to regulations. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer ServiceWriting 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 is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. 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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. Graduate Education/Degree Only Transcript Required

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Memphis VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104 US
• Name: Tracy Binion
• Phone: 314-939-8817
• Email: [email protected]