The Secretary serves in Medicine Services, Veterans Health Administration, Department of Veterans Affairs, Miami VA Healthcare System, Miami, FL. The Secretary will be managing and performing administrative, clerical, and technical work in support of Medical Service's Associate Staff (ACOS/Medicine).

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties and responsibilities include but are not limited to: Administrative Support: Maintains calendar of appointments and conferences for the ACOS/Medicine Chief, coordinates meeting by searching best available time for members, seek for a meeting conference room, and VANTS line when needed. Arranges staff meetings, maintains calendars, takes and transcribes notes of meetings for distribution; when indicated, follows through on items requiring action, which were discussed. Screens and routes all incoming and outgoing correspondence, publications, instructions, making proper distribution daily. Monitors and tracks action items for the service and facilitates signatures and or input from other sections or stakeholders and compiles the information accordingly. Tracks correspondence entering and leaving the office, minor edits, and corrections to the correspondence, memorandums and/or documents must occur. Initiates and tracks all work orders and follows until completion. Maintains stock of office supplies, ensures that staff has needed goods and follows up accordingly on pending supply orders. Acts as the primary or alternate timekeeper for the Service and follows timekeeper regulations and Payroll guidelines. Monitors employee leave for low sick or annual leave balances and advice management of any unusual patterns. Maintains electronic files in Medical Service share drive. Management Support: Receives and screens all visitors and telephone calls for Medicine Service, which includes the Section Chiefs and the Administrative officers. Screens the calls, take messages, triage to the correct person or service. Manages duties that include scheduling/coordinating meetings and managing conference rooms for the various sections; meeting spaces audio/video conferences, preparing agendas, recording attendance, preparing meeting minutes and ensure that follow up items are addressed from the tracking log. Coordinates leave administration and verifies time and attendance for staff. Plans, arranges, and coordinates staff mandatory educational requirements, especially those sent out via Medical Center Director. Seeks ways of improving the office by thinking of solutions to daily challenges in the office setting. Prepares, executes and/or tracks program specific information such as PATS reports and patient satisfaction survey responses, Identifies trends for reoccurring incidents while acting as the CARE partner and report to management. Will also bring ideas on how to address these challenges. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes. Work Schedule: Monday-Friday; 8:00am-4:30pm. Recruitment & Relocation Incentives: 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. Telework eligibility will be discussed during the interview process. Financial Disclosure Report: Not Required

Requirements

Qualifications

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. and SPECIALIZED EXPERIENCE: GS-6: One (1) year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable for the GS-07 the experience must have been equivalent to the GS-05 in Federal service. Examples of Qualifying specialized experience may include applying knowledge and comprehension in extensive body of management and/or program technical rules, guidelines, regulations, and precedents to include the basic objectives and policies governing various management or program operations; understanding of administrative concepts and practices sufficient to recommend changes in administrative policies, develops and implements procedures and office practices affecting subordinate services and anticipate administrative problems and requirements; versed in Timekeeping guidelines, payroll regulations, Joint Commission regulations, medical Staff bylaws, correspondence directives, and medicine service policies; having efficient analytical skills to assess system/procedural problems identified through patterns of complaints; and capable of preparing a variety of narrative, correspondence, letters, memorandum, reports, labels in final form for the supervisor's signature; expert in grammar, spelling, punctuation, editing, proofreading, and formatting letters that will be going to congressmen, president, or patients You will be rated on the following Competencies as part of the assessment questionnaire for this position: Analysis and Problem SolvingCritical ThinkingCustomer Service (Clerical/Technical)Manages and Organizes Information IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is sedentary. There may be occasional carrying of light objects such as files, papers, and books. No special qualifications are required except ability to reach or stoop to lift or obtain files and to be able to communicate effectively with a wide variety of people. There may be need for extended hours on occasion due to emergency situations or emergency operations. 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

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

There is no educational substitution at this grade level.

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 Bruce W Carter Department of Veterans Affairs Medical Center 1201 Northwest 16th Street Miami, FL 33125 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]