The Secretary (OA) is assigned to the office of the Deputy Chief of Staff (Med/Surg and Diagnostics) at the Topeka campus of the VA Eastern Kansas Health Care System (VA EKHCS), a Level 2 facility providing primary and secondary medical, surgery and diagnostic care to Veterans in Kansas and Missouri.

Duties

MAJOR DUTIES Program Organization (60%) Ensures clerical and administrative work of the service conforms to established policy/procedures Provides secretarial support to the Office of the Deputy Chief of Staff, preparing correspondence, education requests, travel requests, Curriculum Vitae's (CVs), etc. Ensures information entered and extracted from automated systems meets requirements Works on a very independent level in the day to day functioning of the office and service Maintains calendars and makes appointments on behalf of the Deputy Chief of Staff and Supervisory Administrative Officer Advises callers of alternative availability of the supervisor and staff and arranges meetings Coordinates meetings and conferences and scheduling of conference rooms/space Composes, types and has appropriate section chief sign correspondence to employees regarding matters pertaining to clinical and administrative operations Coordinates paper work associated with employees on LWOP AWOL, disability, retirement, etc. Maintains 6-part personnel folders for direct reports of the Deputy Chief of Staff and Supervisory Administrative Officer Attends committees, meetings, and/or conferences upon request, and takes attendance and minutes Ensures agenda is followed and documents discussion and action items in the minutes Ensures minutes of all committees, meetings, and/or conferences are prepared in a timely manner and forwarded to the office of quality management and appropriate Council/Board/Committee Chairs Ensures appropriate follow-up is completed in a timely manner Makes travel arrangements for staff and Section Chiefs of the Office of the Deputy Chief of Staff Arranges reservations coordinates dates/times and meeting places for staff and visiting physicians Serves as the travel and training coordinator for the Office of the Deputy Chief of Staff and is responsible for oversight of travel/training requests and recording accomplishments in the VA Talent Management System (TMS) Assists providers and employees in the use of federal travel systems and TMS Uses word processing database management, spreadsheet programs, and telecommunication technology Enters and edits text format output for printing using appropriate programs Utilizes files to store and obtain data Serves as the primary ADPAC for the Office of the Deputy Chief of Staff Performs independently and must be able to make decisions that are responsible and in the best interest of the patient, staff and the VAMC Program Coordination (40%) Receives and screens visitors and telephone calls Escorts/refers callers/visitors to proper personnel, clinics, locations, etc. Takes messages and/or provides information as to the availability of the supervisor Provides information generally pertaining to any of the clinical areas and within caller or visitors "need to know" Receives and routes all incoming mail Maintains suspense files on correspondence requiring response within a given timeframe, assigned Action items, Quality Assurance assignments, Congressional inquiries and Patient Action Tracking Systems (PATS) inquiries Acts as a liaison to other staff to include the Office of the Deputy Chief of Staff, as well as other departments/offices within the VA EKHCS, outside organizations and callers Transcribes correspondence for each section of the Office of the Deputy Chief of Staff Types technical materials for Section Chiefs for publication and/or presentation Prepares correspondence for Supervisory Administrative Officer and/or Deputy Chief of Staff for the Health Care System Director's or Chief of Staff's signature Transcribes from recorded legal (taped) materials to include meeting minutes or staff correspondence/reports Initiates paperwork for personnel actions on all incoming/transferring/departing personal of the Office of the Deputy Chief of Staff and/or to process employees departing station for clearance Responsible for the preparation of the necessary memorandums to the Resource Management Committee with justifications for hiring and/or changes to the service FTEE Prepares job descriptions for non-clinical personnel, performance standards and annual performance appraisals and/or proficiencies Provides guidance and information on policies, standard operating procedures and administrative procedures to employees assigned to the Office of the Deputy Chief of Staff Monitors Medical Center Policy (MCP) and coordinates with policy authors to ensure that HSPMs are in the proper format and submitted for review prior to expiration date Enters requests for equipment and hardware and software requests Places calls/enters help desk tickets Submits computer access requests to ePAS Work Schedule: Full-Time, Monday-Friday, 0800-1630 Telework: Not eligible for Telework Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD087520 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2023. 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. 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. You may qualify based on your experience as described below: GS-6Specialized 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: performing general office work for at least one person, but also for additional subordinate staff sometimes; utilizing office automation equipment to prepare correspondence, documents, and reports; receiving and screening visitors and telephone calls; escorting/referring callers to proper personnel; taking messages and providing information; receiving and reviewing correspondence; screening correspondence for information and deadlines; using various functions of types of office automation systems such as word processing, databases, and graphic software; compiling information for and preparing a variety of recurring and one-of-a-kind detailed reports and documents. You will be rated on the following Competencies for this position: Communications Organizational Awareness Organizational Performance Analysis Technical Competence 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.

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 VA Eastern Kansas Health Care System 2200 SW Gage Blvd Topeka, KS 66622 US
• Name: Christopher Jackson
• Phone: 785-350-3111 X53152
• Email: [email protected]