This position is organizationally under Engineering Service, and receives tasks from the Chief Engineer, Associate Chief Engineer, Supervisory Facility Operations Specialist, and other Engineering supervisors with direct supervision by the Administrative Officer. Serves as the principal office clerical and administrative support position to Engineering Service.

Duties

Major duties and responsibilities include, but not limited to: Responds to time sensitive inquiries and administrative problems. Knowledge of Vista, network drives, MS Outlook, Word, Excel, PowerPoint, and Teams. Responsible for special reporting activities, special one-time reports to VISN and Central Office, etc. Prepares and initiates telephone procedures, correspondence, fax cover sheets, publications, directives, reports, and reviews minutes ensuring each administrative. support staff person is using the identical procedures to ensure uniformity Compiles and analyzes data for recurring and non-recurring reports required by station management, VISN management, VA Central Office, and outside agencies. Screens calls and visitors, answers customer service questions. Routes matters requiring action to the department heads; follows up to ensure the actions have been completed and that time sensitive responses are submitted. Analyzes policies and procedures, advises, plans, and implements necessary changes to ensure compliance with established new and changing standards. Researches, correlates, and evaluates the information and statistics from a wide variety of sources. Assists in reviewing and analyzing all information, returns, and the finalization of the documents for publication. Coordinates travel arrangements for the Chief Engineer and other traveling Engineering Service staff; schedules, itineraries, appointments, and reservations. Organizes and maintains files and records, manuals, handbooks, and other related materials in accordance with Record Control Schedule (RCS). 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, 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD00692O and PD00691O Relocation/Recruitment Incentives: 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. 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. 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: GS-06 Qualifications 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: Performing clerical/administrative duties in an office environment; answering and directing phone calls; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments.. GS-07 Qualifications Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing timely advice, counsel, and recommendations on procedures, and report requirements consistent with the VISN, VHA and VA policies, directives, guidelines and instructions. Independently preparing, developing and finalizing various recurring reports, determining and modifying format, content, and frequency requirements; independently composing and preparing non-technical correspondence, organizing and planning the activities of an office; maintaining suspense systems to ensure items assigned for action are completed and submitted on time; reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, and format guidelines. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailClerical 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: Capable of sitting for long periods of time concentrating on details while planning and scheduling work, preparing reports, compiling statistics, etc. On occasion, required to do extensive investigating work to gather data and prepare presentations. Frequent travel between divisions may be required. Work Environment: The work is performed in an office/health care environment subject to the ordinary risks of such an environment. A considerable amount of time will be spent working at a desk, researching files or using computer programs to research the Health Care System and Engineering Service databases. 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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Brenda Villalta
• Phone: (713)677-3699
• Email: [email protected]