This position will reports to the Administrative Officer (AO) of Medical Specialty Clinics and serves as Secretary to the Medical Service Chief of Medicine who oversees 68 staff. This vacancy is only open to current permanent VA employees.

Duties

The duties include but are not limited to the following: Formulates a variety of correspondence and memoranda for review and signature. Gathers and prepares material/data to utilize in reports, presentations, spreadsheets, graphs, charts, etc. Receives, screens and monitors all telephone calls, visitors, and mail to forward to the appropriate staff member. Responds to requests and problems when possible, and refers to appropriate staff when necessary. Maintains files of all needed data and various special projects in addition to assisting staff with miscellaneous clerical support. Reviews incoming and outgoing correspondence and reports prepared by other staff members to ensure proper format, correct grammatical content, to ascertain that all necessary coordination of facts has been completed in accordance with established policy and is routed through the appropriate channels. Schedules appointments and makes commitments for the Service Level Manager (SLM) to attend meetings/conferences without prior approval. Coordinates and distributes information for meetings, prepares agenda and records meeting minutes for SLM. Obtains and monitors the use of services, supplies and/or equipment for the office. Answers questions concerning policies and procedures related to support/office services and new projects, requests and shifts in priories and commitments. Serves as timekeeper and serves as PIV Sponsor for service line. Reviews user profiles periodically to ensure appropriate required level of access is given per position. Assist Human Resources on personnel actions for new hire and Without Compensation Appointments (WOCs).Maintains and organizes electronic data and hard copy files involving medical staff functions. Maintains and tracks a suspense file for providers requiring renewals of their credentialing/privileging for their positions. Updates and tracks employees' six part folder including FPPE and OPPE documentation to maintain accurate, complete and concise credentialing and privileging folders and notes expiration dates for follow-up. Maintains tracking of service line's memoranda, SOPs and policies for review and renewal of revision dates. Assists and provides staff members with information needed for accessing systems, scheduling mandatory training, dictation and general information about the service line and the facility. Coordinates the student rotation process with providers and Education Services to arrange for student to have appropriate computer access, PIV cards and appropriate access to systems for training. Schedules meetings and appointments, and maintains calendar for Chief of Service Line and Administrative Officer (AO).Processes all incoming and outgoing mail and materials to appropriate staff members. Performs other duties as assigned. VA offers a comprehensive total rewards package: HR Specialist Total Rewards Work Schedule: M-F 8am-430pm Position Description/PD#: Secretary (Internal)/PD608-02326-0 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, 09/26/2023. 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. 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: receives and monitors all visitors and telephone calls and refers them to the appropriate staff member; reviews outgoing correspondence and memorandums prepared by other clerical staff members to ensure proper format; types and prepares agendas, minutes, reports, presentations, etc.; transcribes dictation/minutes; obtains and monitors the use of services, supplies and/or equipment for the service line; manages a calendar of appointments; maintains files; utilizes office automation software; serves as manager and sponsor for all PIV cards; organizes workload; and resolves problems and refers to appropriate staff member with minimal supervision. (EXPERIENCE MUST BE DETAILED IN RESUME IN ORDER TO RECEIVE FULL CREDIT). OR, Graduate Education: Applicants must have at least 1/2 year of graduate education (9 semester hours or 13.5 quarter hours) in an accredited college or university that has equipped them with knowledge, skills and abilities necessary to do the work of this positionthat is typically in or related to the work of the position to be filled (e.g., secretarial, clerical, administrative, etc.). [NOTE: 1/2 year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1/2 year of full-time study. If that information cannot be obtained from the school, 9 semester hours or 13.5 quarter hours should be considered as satisfying the 1/2 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to 1/2 year of full-time study at the school attended.] (COPIES OF TRANSCRIPTS SHOWING NAME OF COLLEGES/UNIVERSITIES, COURSES, DEGREES EARNED AND CONFERRAL DATES ARE REQUIRED.) OR, Combination: Applicants must have a combination of specialized experience and graduate education as described above that meets 100% of the qualification requirements for this position. [For example, applicant has 7 semester hours of directly related graduate level courses of progressive graduate study and 5 months of experience. The applicant meets 78% of the required education and 42% of the required experience. The applicant meets 100% or more of the requirement for 1 year of specialized experience and is qualified for the position.] (EXPERIENCE MUST BE DETAILED IN RESUME IN ORDER TO RECEIVE FULL CREDIT AND COPIES OF TRANSCRIPTS SHOWING NAME OF COLLEGES/UNIVERSITIES, COURSES, DEGREES EARNED AND CONFERRAL DATES ARE REQUIRED.). NOTE: 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. Proficiency Requirements: In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, as appropriate. 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. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Applicants must have experience and skill utilizing various types of office automation software (e.g., Microsoft Office, etc.) and a typing proficiency of at least 40 words per minute. You will be rated on the following Competencies for this position:Administration and ManagementManages and Organizes InformationManages ResourcesOrganizational AwarenessWritten 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: Work is mostly sedentary. The physical demands of the job include walking within said facilities, sitting at a desk for long periods of time, occasional stair climbing, standing or bending. Squatting or stooping to access file cabinet drawers also may be involved. The carrying of light items such as papers, files, books and manuals as needed. Normal or corrected vision, hearing and manual dexterity are required. 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 Manchester VA Medical Center 718 Smyth Road Manchester, NH 03104 US
• Name: Milan Neville
• Phone: (774) 257-4954
• Email: [email protected]