The incumbent of this position provides a variety of secretarial and administrative support for the various functions of the Primary Care Team, including but not limited to the Chief of Primary Care, Primary Care Administrative Officer, PCMM Coordinator, Primary Care and Primary Care Team members in a manner that will facilitate the most effective and efficient accomplishment of Service responsibilities.

Duties

Major Duties: Competently performs all the functions of the secretary without supervision. Establishes priorities in the accomplishment of typing and administrative functions within Primary Care. Types, accurately and in correct formal, letters, congressional responses, endorsements, memorandum, policies, narrative reports, statistics, and other material utilizing PC to compile, record and store data. Performs receptionist duties associated with greeting, receiving, and directing personnel and visitors in Primary Care. Receives and screens incoming telephone calls, forwards calls as deemed necessary, takes concise messages, answers many questions concerning established policy and determines which matters require the attention of the Administrative Officer or should be handled by other personnel, gives priority to urgent calls and notifies appropriate persons for immediate actions. Organizes and maintains administrative manuals. Requests and distributes manuals/changes to all areas of Primary Care. Provides guidance on posting and maintaining manuals. Maintains an up-to-date library of laws, regulations, manuals, bulletins, directives, administrative letters, Interim Issues, and VHA Circulars from Central Office. Readily researches reference information as requested. Organizes and maintains office files of various correspondences, such as committee minutes, Congressional letters, reports, statistics, budget information, authorization letters, etc. Maintains Chief of Primary Care calendar and schedules appointments and meetings upon own initiative based upon request. On own initiative, reschedules appointments when unforeseen circumstances arise regarding previous schedules. Arranges for conferences/meetings, including such matters as location, schedule, agenda, and attendance lists. Records and transcribes minutes at staff meetings and often called upon to take notes at those conferences which are the most complex or involve matters of extreme priority due to policy or rank of personnel attending or involving issues where great discretion is required. Makes necessary arrangements for travel, arranging schedules of visits, making hotel and car reservations, notifying organizations and officials to be visited, and submitting travel information and reports when required. Prepare trip tickets and appropriate documentation for travel. Coordinates training, providing input and specific information regarding the training programs available to assigned employees. Processes requests for training of Primary Care Staff. Functions as primary timekeeper for Primary Care. Prepares electronic overtime requests for Primary Care personnel as needed. Clears out-processing Primary Care personnel from the service. Customer service interactions with both internal and external customers, the incumbent will reflect an awareness of the medical center's commitment to the mission. To ensure customer satisfaction, will support the tenants of good customer service, including reliability, responsiveness, competence, access, credibility, security, communications and understanding the customer. Work Schedule: Monday - Friday 7:30 AM - 4:00 PM Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Program Support Assistant (OA)/PD034450 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/10/2023. 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. 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. Specialized Experience GS-6: Do you have at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant (OA) at the full performance level (GS-5), and that is typically in or related to the position to be filled? To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-5) in the Federal service. Specialized experience is experience such as ability to communicate effectively orally and in writing with people from a wide variety of educational and socioeconomic backgrounds using tact and diplomacy, ability in representing the Chief of Primary Cares Office views and opinions to groups and individuals in formal and informal situations, has basic decision-making and problem-solving skills, knowledgeable of current and acceptable grammar, spelling, punctuation, capitalization, and style; and of medical terminology, working knowledge of existing computer systems for data entry, retrieval, tracking, and trending, skill in gathering information and determining facts and preparing them for submission to Primary Care staff, knowledge of the organizational structure of the Medical Center, the interrelationships of the service and Center components and the ability to expeditiously coordinate Primary Care activities for which it is responsible with other organizational components, knowledge of specific and technical laws, regulations, basic objectives and practices governing various management or program operations, etc., applicable to Primary Care programs and knowledge concerning the release of information of a medical and confidential nature, in addition to knowledge of other VA programs that may affect interoffice relations, qualified typist is required, skill in operating office automated equipment to include the computer, Microsoft Office software, spreadsheets and knowledge of the VISTA as well as FAX Machine, copy machine, and scanner is also required, extensive knowledge of manuals, principles, and administrative directives as well as, medical center memorandums and VA regulations to ensure that reports, correspondence, etc., are properly processed and in the correct format. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsCustomer Service (Clerical/Technical)Organizational StewardshipPlanning and EvaluatingQuality Management 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. Preferred Experience: Administrative experience preferred. Physical Requirements: Work is mostly sedentary with some walking, standing, bending, and carrying of light weight items such as manuals, books, and papers. Visual acuity and manual dexterity are required. Keen hearing and distinct speech are required because of the extensive use of the telephone as a means of communication. The complexity of the medical care system and the expectations and demands of the customer may create a highly demanding environment at times. 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.

Contacts

• Address Marion VA Medical Center 2401 West Main Street Marion, IL 62959 US
• Name: Stacy Reichert
• Email: [email protected]