The incumbent of this position provides secretarial and administrative assistance to the Assistant Medical Center Director (AMCD),and the Health System Specialist (EA) to the AMCD. Also included are assignments from other members of the Executive Leadership Team (ELT). The incumbent becomes a member of executive level secretaries assigned to the Medical Center Director's Office, Chief of Staff, and Associate Directors.

Duties

Duties include but are not limited to: Responsible for the coordination of verbal and oral Veteran inquiries. Receives telephone calls and visitors to the executive office, screening calls, handling problems of a procedural and general nature, tactfully referring calls and concerns to appropriate areas of the medical center and resolving majority of issues independently. Sets up and maintains files and records for the Office of the AMCD. Presenting a daily review of all incoming mail and e-mail. Reviews and prepare individual summaries on the contents of each piece of correspondence, and present a verbal summary of each to the AMCD and his/her EA. Prepares numerous medical center memoranda and presents these in final format, establishes suspense files noting dates forwarded to various services for concurrence, as well as date forwarded to ELT for approval. Reviews all outgoing correspondence and reports ensuring proper format, mathematical and grammatical content are accurate, and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy. Performs a variety of administrative support duties, such as making extensive travel arrangements using the automated travel management program, independently composing non-technical correspondence, locating, and assembling information for various reports, maintaining, and updating medical center memoranda, and assisting in the organization of the flow of clerical processes in the office. Responds to inquiries and administrative problems brought to the AMCD by members of facility Service's and officials of the agency's headquarters, other Federal agencies, and Congressional staff. Responds to routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Maintains automated time and attendance reports. Schedules appointments and arranges for time, participants, and location of meetings independently with few or brief instructions. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM EST Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD304570 Relocation/Recruitment Incentives: May be Authorized for a highly qualified candidate. 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, 11/06/2023. Interchange Agreement: Applications will be accepted for this position under the Interchange Agreement as outlined in VA Handbook 5005, Part III, Appendix C. This agreement allows for the movement of Title 38 and Title 38 hybrid personnel, who have at least 1 year of full-time continuous service, to apply for competitive service positions. OPM 90 Day Waiting Period: OPM requires that all current permanent federal employees serve 90 days after their competitive selection in their current Title V position prior to moving to another position 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-6 position you must have served 52 weeks at the GS-5. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. 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. In addition to the Time-in-Grade requirement, applicants must have the specialized experience as described below. 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-5 in the normal line of progression for the occupation in the organization. Specialized experience is defined as performing administrative and clerical support duties such as utilizing a variety of office equipment and software applications such as Outlook, Word, Excel etc. to prepare correspondence and reports; receiving visitors and calls; maintaining a calendar to schedule meetings and appointments; taking meeting minutes; and maintaining files/databases. (Resume(s) must clearly support the duties and experience required for this position. We will not make assumptions regarding experience.) Typing Proficiency: A minimum typing speed of 40 words per minute is required. Applicants must either submit evidence of typing proficiency or self-certify by written statement their ability to type 40 wpm. You will be rated on the following Competencies for this position:Administration and ManagementAttention to DetailClericalCommunicationsManages and Organizes Information 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 mainly sedentary. Some physical exertion may occasionally be necessary, such as bending, stooping, stretching, and lifting moderately heavy objects such as packages of paper, files, or manuals. 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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Travis Wright
• Phone: (980)330-0220
• Email: [email protected]