The VISN 10 Human Resources Management is recruiting for an Secretary (OA). The Secretary (OA) will function at the Cleveland VAMC.

Duties

Major Duties: Receives visitors and incoming calls, resolves problems of both general and specific nature and referring matters to appropriate staff on the basis of knowledge of the various organizational components and individual responsibility. Personally takes care of many matters, including answering questions not requiring specialized technical/professional knowledge, either from personal knowledge or as available in the filing system. Provides assistance for a variety of problems and inquiries which are received in person, telephonically, or by referral from other secretaries or receptionists in the organization. Responds to requests for information and/or develops one-of-a-kind reports covering organizational or technically oriented matters when information is available in office records and/or files. This duty requires the incumbent to know where material is located, which data is appropriate for inclusion and how to compile and present the information to satisfy the request. Screens incoming correspondence for matters which can be acted on personally and takes necessary action. Refers to supervisor those cases which the incumbent is aware supervisor will want to act on personally or be made aware of. This correspondence may be of a sensitive or confidential nature to include medical records & information, personnel actions, committee or board findings, etc. Drafts letters of acknowledgment, commendation, and reply to general inquiries not requiring a specialized knowledge of programs and projects under supervisor's control. Signs routine correspondence of a non-technical nature in the supervisor's absence. Reviews outgoing correspondence for format, policy conformance ,and typographical and grammatical accuracy and ensures that all necessary background material is attached as circumstance requires. Obtains information required by management from various sources within the VA, requiring a comprehensive knowledge of the VA's complex organizational structure. Collects such information, presenting in its original form or editing and revising as necessary. While reading incoming correspondence, determines that portion requiring personal attention or policy decision by supervisor. Researches regulations applicable to the subject for presentation in one package along with any previous correspondence on the same subject. Screens incoming documents from staff members to insure compliance with depot regulations or for discussion at staff meetings Composes correspondence on own initiative, based on a knowledge of superiors views and desires .typical subjects include administrative matters, letters of acknowledgement, general office and installation policies, acceptance of invitations, and cancellation of conferences. Prepares regular and special reports such as but not limited to time/attendance, leave, and degree of use of filing space, etc. Takes meeting minutes. Composes letters, endorsements, messages, office instructions, and reports ,with responsibility for sentence structure, grammar, and spelling. On own initiative, follows up on projects resulting from conferences to insure that schedules are met and reports progress to managers. Performs other related duties as assigned Work Schedule: Monday - Friday, 8:00am -4:30pm Compressed/Flexible: Not Authorized 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. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD91404O and PD91403O

Requirements

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-06 position you must have served 52 weeks at the GS-05.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 as described below: Specialized Experience (GS-6): 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 may have been gained in a Clerical or Administrative Support environment operating a personal computer, preparing time and attendance reports, initiating requests for personnel action forms, formulating letters or other documents, receiving and screening mail, phone calls and visitors, and maintaining appointment calendars. Working and communicating with clients and customers to satisfy their expectations. Setting well-defined and realistic personal goals, monitoring progress, managing time effectively and managing stress effectively. Using correct English grammar, punctuation and spelling to communicate thoughts, ideas, information and messages in writing. Receiving, attending to, interpreting and responding to verbal messages and other cues such as body language in ways that are appropriate to listeners and situations. Demonstrating understanding, friendliness, courtesy, tact, empathy, cooperation, concern and politeness to others while relating well to people from varied backgrounds and situations. Specialized Experience(GS-7): You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Strong written communication skills. Knowledge of proper grammar, spelling, punctuation, and required formats. Knowledge of automated data processing and information management systems to obtain information for various databases for reporting purposes, reviews, training, etc. Knowledge of computer technology, statistical programs, and database management applications. Ability to manipulate existing databases stored on SharePoint and other platforms. Knowledge of the travel, timekeeping, and record control policies. You will be rated on the following Competencies for this position: Customer Service Attention to Detail Oral Communication Flexibility Integrity/Honesty Teamwork 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; 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 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 VHA VISN 10 Human Resources 11500 NORTHLAKE DRIVE SUITE 200 CINCINNATI, OH 45249-1642 US
• Name: Erika Bond
• Phone: 317-225-3905
• Email: [email protected]