The Secretary position is located at the Robley Rex VA Medical Center, Louisville KY, Ambulatory Care Service. The purpose of this position is to serve as the principal office assistant, performing administrative & clerical duties in support of the work of a large, complex medical organization. The incumbent works under the general direction of the Associate Chief of Staff, Deputy Associate Chief of Staff, Associate Chief Nurse, & Chief Administrative Office of the Ambulatory Care Division

Duties

Prepares a wide variety of recurring and some nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence or documents prepared by others in handwritten or electronic drafts. Composes routine nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification. Plans and arranges the maintenance and preparation of information needed for budget service reports. Consolidates and finalizes information for various reports in accordance with established reporting procedures. Gathers and summarizes information from a variety of files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand. Proofreads and edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations or offices, or handled personally. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Develops methods and procedures for office automation tasks, and identifies and solves problems in existing methods or procedures. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations. Work Schedule: Monday-Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD402970 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, 09/11/2023. 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. 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 and/or education as described below: Specialized 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: utilizing a variety of office automation software; scheduling appointments; screening calls and visitors; reviewing incoming correspondence, composing responses to non-technical requests; transcribing and distributing meeting minutes; maintaining records; managing daily office flow; application of proper grammar, punctuation, and spelling; providing customer service in person or by telephone; maintaining calendar and meetings; arranging meetings; resolving scheduling conflicts.. Proficiency Requirements: Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceManages and Organizes Information 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 primarily sedentary, requiring sitting, standing, walking, bending, and carrying light objects. The position demands period of intense concentration and the ability to maintain control in difficult situations. Work Environment The work is performed in a typical office setting. The work area is adequately lighted, heated and ventilated. 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

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

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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Sherrie Taylor
• Phone: 502-910-5327
• Email: [email protected]