Seeking enthusiastic and dependable candidate to fill the role of Secretary. This confidential role serves as the Secretary to the Clinical Operations Director (COD). The incumbent serves as the office manager for the COD's Suite and oversees the daily operation of the office. This position is located at the Mishawaka, Indiana VA Medical Center.

Duties

This position is located at the Mishawaka, Indiana VA Medical Center. The incumbent acts as the COD secretary, making recommendations on sensitive information which could impact patient care if not dealt with tactfully and with discretion. Such duties require, in addition to a good knowledge of the organization and its programs at both the field, VISN and Central Office level, knowledge of the COD's views, policies, opinions, administrative practices and the mission/vision/values of the medical center, as well as the various aspects of the medical center programs and functions, both administrative and clinical, and is able to relieve the COD of many routines, administrative functions. Receives all telephone calls and visitors for the COD, which includes contacts with high-ranking VA officials, congressional representatives, state and local officials, representatives from affiliated universities, representatives from various service organizations, officials of other federal agencies, and news media, as well as medical center staff. Based on the nature of the calls or business of the visitors, decides which can be answered personally, and which requires the COD's attention or can be referred to other services/staff. This requires tact and courtesy to foster good public relations. Follow-up contacts on these referrals are made to ensure that the matter has been expeditiously and satisfactorily resolved. Prepares reports of contact of important calls taken personally. Receives and reviews incoming correspondence and publications, including VHA directives, letters, telefaxes, electronic mail messages, congressional inquiries, constituent inquiries, controlled correspondence, etc., to determine the routing/distribution of copies, and establish correspondence control for follow-up purposes, if indicated. Routes mail and/or provides copies to the appropriate service/ICC, through channels, retaining for information copies of pertinent subjects and referring correspondence requiring special attention. Provides previous correspondence and background information if needed. Composes replies for the COD's signature on matters not requiring their personal attention or upon request of the COD. Determines action offices and establishes due dates upon receipt of controlled correspondence from VA Central Office and the Network Office. Provides technical advice on format and reviews completed correspondence for grammar and content, etc. Reviews outgoing correspondence and reports for the COD's signature for grammar, format, accuracy, attachments, and compliance with the COD's point of view, returning that which does not conform or is incorrect. Prepares mail signed by the COD for distribution via regular or overnight mail, electronic mail, or fax. Keeps abreast of the many internal procedures and reports established to assist the COD in carrying out their responsibilities. Also, information is often obtained for the COD from sources which are not well known, and which may be available in very few places, i.e., history files, past experiences, reports, etc. Maintains COD's calendar, making appointments and arranging meetings and conferences without specific prior approval based on own knowledge of COD's schedule, and ensures all commitments are met. Obtains and assembles background information needed for the COD's meetings with the staff, as well as with VA officials at other facilities and VISN office, Veterans Service Organizations, and others. Makes arrangements for travel for the COD to attend meetings, conferences, and educational details; secures lodging when necessary, and assumes other related travel matters, such as directions and maps as needed. Makes lodging reservations for visiting officials as needed, as well as directions for travel to the medical center. The secretary serves as liaison between the COD and members of the staff and other offices. Based on the COD's views and administrative policies, uses own judgment in bringing those matters discussed to the COD's attention after obtaining all background data possible about the circumstances. In the capacity of liaison and using knowledge of precedents set in past situations, the secretary can inform staff members of the COD's views and wishes on current issues. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 8:00 - 4:30. Schedule subject to change based on the needs of the Agency. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD919570 and PD91957-0 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, 10/19/2023. GS-06 -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. GS-07-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-07 position you must have served 52 weeks at the GS-06. 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: GS-06- 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: Maintains the Managers' calendars, with authority to make commitments. Provides personnel management and administrative support. Schedules appointments, coordinates meetings, and/or schedules conferences. Maintains and displays necessary files, memoranda, bulletins. Arranges travel; completes and routes necessary forms required for authorization and funding of travel, including requests involving special procedures (e.g. foreign travel, acceptance of contributions incident of training, etc.) Serves as a timekeeper. GS-07-Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing clerical/administrative duties in an office environment; answering and directing phone calls; receiving visitors; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments. At this grade level, applicants should have good verbal and written communication skills and the ability to perform assignments independently with minimal oversight. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. Proficiency Requirements: In addition to meeting the experience requirements, applicants for this position must show possession of the following skills; 40 words per minute typing speed You will be rated on the following Competencies for this position: CommunicationsManages and Organizes InformationTroubleshooting (Electronic Equipment)Writing 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. No specific physical qualifications are required. The work includes walking, bending, stooping, and some lifting, usually not more than ten pounds. No specific physical qualifications 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

There is no educational substitution at this grade level.

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 Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Jessica Creal
• Phone: 8325160096
• Email: [email protected]