This position is located in the office of the Chief, Medical Service. Actively participates in the management of the service performing a broad range of clerical and administrative duties and responsibilities. Duties arise from the role the Medical Service and the chief play in the support of the mission of this VA Medical Center locally, regionally and nationally. Other duties and responsibilities are related to the relationship between the VA Medical Center and its affiliated medical school.

Duties

Receives visitors and incoming calls, ascertains the nature of each call or visit and determines the appropriate action to be taken. Responds personally to routine and nontechnical questions and determines when inquires should be directed to the service chief or another area within the service or medical center. Prepares materials that the service chief needs in order to respond to correspondence and phone calls. 2) Maintains the chiefs calendar and schedules appointments, meetings and conferences on own initiative based upon personal knowledge of the chiefs workload and priorities. Brings to the attention of the service chief, appointments, conferences, training sessions, reports due and provides information to the chief on subjects to be discussed. Consolidates and prepares information as needed for the service chiefs review and inclusion in written responses, meetings, conferences and reports. 3) Gathers and arranges materials for agendas for the monthly VA medical service faculty meeting. Takes minutes of meetings and prepares in final form. Composes follow-up correspondence from these meetings as needed. Incumbent notes the commitments made by the chi~f during the meetings and informs the staff of these commitments or actions required. Follows up with subordinate staff members to insure that various commitments are met. 4) Reviews all outgoing correspondence for correct information, proper arrangement, grammar, date, attachments, etc. Reviews letters, memoranda and reports submitted to the service chief for signature. Assures the accuracy of format, grammar and the use of established policies when reviewing all documents submitted by subordinate staff. Returns all written communication requiring corrections to subordinate offices or clerical staff when errors are identified. Is responsible for the actual preparation, typing and sending out for concurrence of all MCM' s, Clinical Memorandums and Service ? Memorandums for Medical Service. Types and mails letters of recommendation for house staff for appoin1ments to other institutions. Receives incoming correspondence, publications, regulations and directives which may affect the service. Determines what incoming correspondence is of interest or importance to the service chief; which can be handled by incumbent and those that need to be handled by other staff members. Ensures that all clinical, administrative and clerical staff are inforrmed of new procedures and policies or suspense requests that impact their area 6) Provides on-the--job training and advice to all clerical staff within Medical Service on programs, policies and procedures, the use of office automation equipment and automated systems. Advises clerical staff on procedures of completing work orders, training request forms and requisitions, and proper formats. Provides face-to-face training and advice on standard procedures for preparing, routing and processing written communications. Incumbent assists physician section chiefs in the procedural aspects of expediting the work of the office, including such matters as incumbent personally shifts clerical help within Medical Service to take care of fluctuating workload, or to cover in case of absences of employees. Coordinates clerical workload to ensure the smooth operational flow of all subordinate sections. Advises subordinate clerical staff of new clerical and administrative procedures or regulations. ? 7) Incumbent coordinates consults from all sections of the medical center. Employee actually does the scheduling of consults for Endocrinology, Dermatology, Nephrology and Allergy/Immunology. 8) Functions as timekeeper for the service by posting time and leave via electronic timecards in DHCP system. Types leave requests and correspondence establishing tours of duty. Types requests for authorized absence for approval by medical center director as outlined by medical center regulations and procedures or as specifically requested by service chief 9) Incumbent is responsible to put all call and clinic schedules for all sections within Medical Service on the share point by the first of every month. Any changes to the call schedules will be corrected as they occur. Incumbent is responsible to update the web employee phone directory on a quarterly basis. 10) The secretary sets up conferences requiring such action as planning and arranging for meeting rooms based on knowledge of space and time needed Notifies staff members of scientific meetings and conferences. 11) Incumbent is responsible for any other duties as assigned. Work Schedule: Full Time Monday - Friday 08:00am - 04:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD047540 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 09/15/2023. 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. 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 GS5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Filing, copying, sorting, faxing, mailing; receiving and accurately routing internal/external communication; preparing meeting agendas; establishing a filing system for easy retrieval of all follow-up actions; recording accurate minutes; scheduling travel arrangements; preparing memorandums, reports, appraisals and other requested items utilizing VA associated software; identifying and organizing materials requiring expeditious review, responses and requests; maintaining extremely sensitive materials and maintaining confidentiality of all correspondence reviewed; providing administrative support to programs, timekeeper, and other VA web based programs. OR, 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. Preferred Experience: 1-2 years of office based/administrative, or similar, work. Proficient with Microsoft office. You will be rated on the following Competencies for this position: Attention to DetailCreative ThinkingCustomer ServiceFlexibilityOral Communication 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: No special physical qualifications are required since work is sedentary. Work requires the ability to move around the office area and carry light items such as manuals and office files and requires walking, stooping, bending, and standing. 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 James H Quillen VA Medical Center Corner of Lamont Street and Veterans Way Mountain Home, TN 37684 US
• Name: Tracy Binion
• Phone: 314-939-8817
• Email: [email protected]