The incumbent serves as Secretary to the Chief, Medical Administration Service, at the VA Illiana Health Care System. The incumbent is responsible for a wide range of assignments and provides administrative support to the section.

Duties

The position is located in the office of the Chief, Medical Administration Service (MAS). The employee is supervised and primarily responsible to the Chief, Medical Administration Service for all office activities and duties performed. The employee will also provide clerical assistance to the Section Chiefs when needed. Duties: Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides 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 questions when the requested information concerns routine and procedural requirements. Screens the Chief, Medical Administration Service calls and determines if the call requires her/his attention; re-routes Section Chief calls to them for expertise responses. Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g., status of reports, suspense dates, procedural requirements). Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: Veterans Service Officers meeting agendas and minutes, MAS staff meeting minutes, edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Researches files and assembles background information on the subject of incoming material prior to referral. Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance; clerical services such as maintaining calendars and recording appointments, or arranging for meeting and small conference administrative details. Independently schedules supervisor/staff member time based on knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Maintains MAS memorandums to include tracking expiration dates and appropriate routing. Ensures appropriate section chief has reviewed and made applicable revisions as necessary. Receives and processes all MAS work orders and follow-up to ensure completed. In conjunction with Chief, updates organizational chart and staffing lists. Maintains MAS key inventory to include requesting and tracking. Provides assistance with Service performance improvement and quality assurance activities. Serves as timekeeper for MAS section chiefs and administrative assistant's T&L and additional T&L's as necessary Work Schedule: Monday through Friday, 7:30am-4:00pm Compressed/Flexible: Not available Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD071520 Relocation/Recruitment Incentives: 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, 10/05/2023. You may qualify based on your experience and/or education as described below: You will be rated on the following Competencies for this position:Computer SkillsCreative ThinkingCustomer Service (Clerical/Technical)Interpersonal Skills Specialized Experience: Must have at least (1) one full year of specialized experience equivalent to at least the next lower grade level (GS-4) in Federal service that equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience includes: Possessing the ability to type 40 words per minute and working with computer programs including Microsoft Word, Excel, Access, and PowerPoint, database programs and office equipment. Planning and organizing the activities of an office including reception duties, distributing mail, maintaining schedules, arranging conferences/meetings, preparing correspondence, documents and reports. Demonstrating proper use of grammar, punctuation, spelling, and clerical procedures. OR Education: Must have successfully completed a full 4 year course of study, above high school, leading to a bachelor's degree in a field for which high school graduation or the equivalent is the normal pre-requisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. TRANSCRIPTS REQUIRED. OR Combination: Must possess equivalent combinations of successfully completed post high school education and experience as described above to meet total qualification requirements for this position. TRANSCRIPTS REQUIRED. Proficiency Requirement: Must be able to type 40 words per minute. 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 predominantly sedentary with extended periods of sitting while operating a personal computer. The work also involves the ability to bend, squat, reach, lift, and carry light files, office supplies and medical records.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 Danville VA Medical Center 1900 East Main Street Danville, IL 61832 US
• Name: Danielle Taylor
• Phone: 217-554-5951
• Email: [email protected]