The Secretary-Office Automation position serves as a personal assistant to the Associate Chief of Staff (ACOS) for Mental Health and Behavioral Health Sciences (MH&BHS), located at the VA Caribbean Healthcare System, Department of Veterans Affairs, in San Juan, PR.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include, but may not be limited to: Public Contact Work: Receives schedules, refers, and contact members of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Maintains contacts with visitors and callers from such organizations particularly related to Mental Health issues such as: Veterans' groups, particularly related to Mental Health issues, the office of the Medical Center Director, the Associate Director, the Chief of Staff, VISN-8 Mental Health Council, Strategic Planning Board and other workgroups, congressional offices, members of the news media, state and local officials, high ranking officials in the field, public action groups, attorneys, presidents of major national or international firms or organizations, and/or leading representatives of foreign governments. Maintains an active interest in the office of programs outside the organization represent a substantial portion of the supervisor's work time and often greatly affect the program or mission, requiring frequent program adjustments. Mail, Correspondence, and Reports: Receives and manages office calls, email, visitors, and correspondence and maintains the Associate Chief of Staff (ACOS) for Mental Health & Behavioral Health Service (MH&BHS) calendar. Schedules appointments on own initiative based on personal knowledge of ACOS' workload and current issues of importance. Reviews incoming correspondence, determines necessary action, routes, and tracks items, and follows up on requests that can be handled personally. Exercises judgment to serve as a buffer and liaison between the ACOS for MH&BHS and other personnel based on written and unwritten office policy and practices. Demonstrates considerable independence and judgement in managing and prioritizing, office communications and workflow. Determines action for a wide variety of situations and conflicts to facilitate timely accomplishment of office goals and commitments and making changes or suggestions to office products to assure quality of content. Attends meetings, prepares minutes, and follows up on actions items with appropriate staff members independently. Performs verbal or written instructions composes letters or memos for the ACOS or another appropriate signature. Screens publications, directives, and periodicals; and brings issuances of significance to the supervisor's attention. Reviews all outgoing correspondence, documents, and reports for proper format, grammar, and conformance with established policy. Work Schedule: Monday - Friday; 8:00AM - 4:30PM Recruitment & Relocation Incentives: Not authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

TYPING PROFICIENCY REQUIREMENT - In addition to meeting experience or education requirements, applicants must be able to type a minimum of forty (40) words per minute and have knowledge of office automation equipment and software. and SPECIALIZED EXPERIENCE: GS-5: One (1) year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable for the GS-05 the experience must have been equivalent to the GS-04 in Federal service. Examples of experience includes; maintaining the office calendar, composing and editing correspondence, taking meeting minutes; receiving visitors and responding to telephone calls, using a personal computer and software, generating reports and prioritizing work to meet deadlines; understands various office automation software programs, tools, techniques to support office procedures and produce a variety of documents such as letters, reports, spreadsheets; maintaining the office calendar, composing and editing correspondence, taking meeting minutes; receiving visitors and responding to telephone calls, using a personal computer and software, generating reports and prioritizing work to meet deadlines. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: GS-5: having four (4) years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university. (TRANSCRIPTS REQUIRED) OR COMBINATION OF EDUCATION AND EXPERIENCE: GS-5: Equivalent combinations of successfully completed post high school education and experience may be used to meet total experience requirement at the GS-05 level. Only education in excess of the first sixty (60) semester hours is creditable toward meeting the specialized experience requirement. For example: Six (6) months of specialized experience and two (2) years of successfully completed education above the high school level would meet this requirement. (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies as part of the assessment questionnaire for this position: ClericalComputer SkillsCustomer Service IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. 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

IMPORTANT: 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 San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]