This position is located in the Pharmacy Service of the West TX VA Health Care System (WTVAHCS), in Big Spring, Texas. The Pharmacy uses cutting edge technology combined with comprehensive clinical services to continually improve patient care. The WTVAHCS Pharmacy is a national leader in providing video telehealth and innovation development. Pharmacy is comprised of a large, diverse staff, working in various areas of the facility.

Duties

The secretary will receive, schedule, refer, and contact members of the staff, agency, and persons outside agency ranging from other government agencies to the general public. The secretary will provided general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. The secretary will compose correspondence on own initiative based on knowledge of the Chief, Pharmacy Service's views and accepted policies of the VA. Prepares response to routine correspondence without direction from the Chief, Pharmacy Service. Performs secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization. The secretary will type written reports from drafts or from mechanical recording devices into finished copy. The secretary will review directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised, or amended procedures for such matters as preparation of travel vouchers, training requests and other related procedures. The secretary will type letters, reports, memoranda, inventories, rosters, mailing lists, and other general office material using software applications such as electronic mail, desk-top publishing, calendar, spreadsheets, database and/or graphics. The secretary will perform routine file maintenance work including updating and maintaining computer files and inventory. Incumbent records minutes using skill in standard techniques to summarize the significant aspects of meetings such as committees and staff meetings. Prepares materials and arranges for meeting rooms to support meetings as needed, such as arrangement of sufficient seating, tables, projectors, and easels. Confirms meeting facilities are ready, provides sign-in sheets, ensures that meetings are recorded, and contacts meeting leader and participants to verify sufficient attendance. The secretary will assist with formulating and provides all essential data for the annual budget forecast for submission to the Chief of Pharmacy, based on studies of past expenditures, knowledge of Pharmacy requirements, program plans and workload forecasts. Maintains budget control records. and assures that funds are used in accordance with the operating budget. The secretary will perform work in support of purchasing and/or procurement of services, products, supplies and/or equipment requiring a practical knowledge of applicable operations, procedures, programs, policies, and regulations. Performs clerical level work to acquire supplies or services to meet the needs of the organization. The incumbent inputs requests as given both verbally and in writing, assign the appropriate cost center and follows up the status of request. The secretary will schedules appointments, coordinate meetings, and/or schedules conferences. Provide general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Work Schedule: 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD00649-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Note: This is a Bargaining Unit Position.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/14/2023. 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-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. 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: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of administering the service budget guidelines and office procedures. Knowledge working with workload/budget planning and control for a department, and knowledge of the Service policies and procedures as they relate to the maintenance of the Medical Center. Knowledge of grammar, punctuation, and style to review correspondence for errors and omissions and make corrections. Knowledge of the files management system to maintain service files. Knowledge of computers, software programs and VISTA to complete office automation tasks; correspondence and reports; run VISTA scheduling programs to annotate calendars and identify conference rooms; file work orders for office and equipment repairs and maintenance; and to informally track processes as they occur. Knowledge of common-use office machines such as the fax and copier and practical experience in performing equipment user upkeep. Knowledge of the supplies ordering system to keep supplies available for housekeeping, grounds maintenance, and office supplies at authorized stock levels. Knowledge of the Time Keeping and Leave Request program to process timecards and leave requests for the service. Knowledge of the Employee Travel program to complete and file travel requests and vouchers for Pharmacy staff. You will be rated on the following Competencies for this position: Computer Skills Customer Service Attention to Detail Clerical 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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/.

Contacts

• Address George H O'Brien Jr VA Medical Center 300 Veterans Boulevard Big Spring, TX 79720 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]