This position is within the Quality and Patient Safety Service Line of the Southern Arizona VA Medical Center, which is affiliated with the University of Arizona Medical School residency programs. The purpose of this position is to serve as the Secretary and principle administrative support position to the supervisor.

Duties

Receives and screens telephone calls and visitors. Ascertains the nature of the call or the purpose of the visit and independently determines the appropriate action. Delegated broad authority to answer as many inquiries as possible without referral or assistance from the manager and to take messages and make appointments for the manager. Serves as a conduit of information and tracks requests from Veterans and other departments. Receives all incoming correspondence, and determines which items should be brought to the supervisor's attention, or forwarded to other staff for action. Maintains control records on incoming correspondence and action documents and follows up on progress to ensure timely reply or correspondence and action documents and follows up on work in progress to ensure timely reply or action. Also, drafts responses to non-technical inquiries based upon knowledge of the subject matter. Reads and screens all incoming correspondence, publications, regulations, and directives that affect the service and with the Manager decides which can be acted upon personally and which must be referred to the manager and communicates with Regional Counsel, Office of General Counsel, Asst. US Attorney's, other care line department chiefs/Administrative Officers and Chief of Staff. office. Assists in interpreting vague instructions and in establishing any actions required. Briefs the manager, on such activity and maintains suspense controls to insure timely submission of responses. Utilizes a computer to prepare forms, reports, and narrative documents that include complex technical terminology. Prepares and edits reports, verifies accuracy of statements, figures, tables and charts, etc. by referring to standard reference materials and consulting with subject matter experts. Maintains a master tacking spreadsheet for incoming and outgoing action items/taskings from Senior Leadership, Regional Counsel and other management affiliates. Prepares reports, memorandums, and outgoing correspondence for the signature of the manager and, on occasion, for the SAVAHCS Director and reviews it for proper format, conformance with regulations, content, grammar, and special policies. Serves as recorder of minutes for meetings and distributes copies of minutes to all appropriate personnel. Oversees all word processing activities for the department, including the use of the most current computerized office automation equipment. Trains new hires on any office automation. This training is in-depth, ongoing and frequently includes daily technical assistance. Work Schedule: Monday-Friday, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD11678O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized 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, 11/07/2023. 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 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: applying office administrative practices and procedures for managing and preparing correspondence, memoranda, letters, and reports; reviewing documents for accuracy; communicating with customers to answer routine questions; scheduling appointments and maintaining service calendars. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationComputer Skills 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 primarily sedentary. It requires sitting, walking, standing, bending, and carrying light items, such as books, papers, and files. Long periods of typing may be required, as well as working with frequent interruptions in a noisy and hectic office frequented numerous telephone calls and visitors. 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 Tucson VA Medical Center 3601 South Sixth Avenue Tucson, AZ 85723 US
• Name: Maria Delgado
• Phone: (562) 826-8000 X14450
• Email: [email protected]