This position is aligned and established under the ACOS, Primary Care & Community Medicine (PCCM) at the James H. Quillen VA Medical Center - a complexity level 1c facility. The primary purpose of this position is to serve as the principal administrative and clerical assistant to the ACOS, Primary Care & Community.

Duties

The Secretary performs a variety of clerical and administrative duties under the ACOS, Primary Care & Community Medicine (PCCM) at the James H. Quillen VA Medical Center. The position provides assistance to staff and is the principal administrative support of the service. Additional duties include, but are not limited to the following: Receives incoming calls to the Office of the ACOS and furnishes information wherever possible from files and reports. Must use discretion in releasing information over the telephone and must tactfully inform callers of how they may go about obtaining desired information. Unusual requests for information are not released to outside sources without consulting the appropriate supervisor. Calls are referred to the ACOS only when deemed necessary. Incumbent makes appointments for the ACOS and has authority to commit his/her time. Maintains a schedule of meetings for the ACOS, and . reminds the ACOS of these meetings day before and on the scheduled date about the meetings and activities for the day. In the absence of the supervisor, makes commitments and reschedules appointments. These are cleared with the supervisor upon return to the office. Incumbent makes and keeps the ACOS's daily calendar current and updated. Checks the weekly bulletin for meetings for the ACOS to attend and keeps a daily log. Follows the chain of command in designating an individual to attend a given meeting if the ACOS cannot be present. The incumbent serves as the primary timekeeper for PCCM, which includes the Time and Leave for full-time and part-time physicians, therapists, and support staff. Incumbent composes and replies to routine letters and memorandums in final form that are directed from ACOS, Primary Care & Community Medicine. Incumbent is responsible for reviewing proper grammar, punctuation, format, and neatness of all typed materials they are forwarded to the Director's Office or anyone outside of ACOS's Office. Receives visitors and incoming calls, ascertains the nature of each call or visit and determines when inquiries should be directed to the ACOS, or another area within PCCM or medical center. When the ACOS's schedule has conflicting commitments, uses own initiative to determine the importance of each and reschedule appointments based on knowledge of the ACOS's priorities and viewpoints. Coordinates agenda, prepares, distributes and maintains minutes of all meetings and follows-up on all identified action items, coordinating response dates. Incumbent serves as secretarial support to the ACOS primarily. Serves as backup Clerical Support to the Chief Medical Officer, performing many duties interchangeably such as preparation and review of correspondence, setting up and maintaining files, managing project deadlines through completions. Organizes and maintains files and records, manuals, handbooks, and other related materials. Prepares materials that the ACOS need in order to respond to correspondence and phone calls. Brings to the attention of the ACOS appointments, conferences, training sessions and reports providing briefings on subjects to be discussed with participants. Incumbent provides on-the-job training and advice to all of the PCCM staff members on procedures, the use of office equipment and automated systems, completing work orders, training request forms and requisitions. Incumbent provides face-to-face training and advice on standard procedures for preparing, routing and processing written communications. Takes notes and pertinent data from the PCCM supervisory staff meetings, Town Hall meetings and any special project/team meetings. Composes and types minutes and forwards for ACOS's review and concurrence before sharing with PCCM staff. Records and transcribes important discussions shared during Board of Survey, Board of Investigation and Board of Discipline or any formal meeting conducted by the ACOS with PCCM staff. On appointments or reassignments, makes out personnel work record that is kept in suspense for ninety days which is then given to supervisor for completion. Incumbent receives incoming correspondence, publications, regulations and directives that may affect PCCM. Determines the appropriate person to act upon certain tasks and takes the necessary action. Determines what incoming correspondence is of interest or importance to the ACOS. Ensures that all supervisory staff and PCCM personnel are informed of new procedures, policies or suspense requests that impact on their area. Work Schedule: Monday - Friday 07:30 AM - 4:30 PM Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD602380 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, 11/13/2023. 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. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience, you must be able to type at least 40 words per minute. 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: Filing, copying, sorting, faxing, mailing; receiving and accurately routing internal/external communication; preparing meeting agendas; establishing a filing system for easy retrieval of all follow-up actions; recording accurate minutes; scheduling travel arrangements; preparing memorandums, reports, appraisals and other requested items utilizing VA associated software; identifying and organizing materials requiring expeditious review, responses and requests; maintaining extremely sensitive materials and maintaining confidentiality of all correspondence reviewed; providing administrative support to programs, timekeeper, and other VA web based programs. You will be rated on the following Competencies for this position: Attention to DetailClericalCustomer ServiceFlexibilityManages 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 somewhat sedentary but requires walking, standing, bending, stooping, reaching, and carrying of light to moderately heavy objects such as mail, copy paper, stacks of Occupational Health employee files, etc. 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 James H Quillen VA Medical Center Corner of Lamont Street and Veterans Way Mountain Home, TN 37684 US
• Name: Tramika Wyatt
• Phone: 6156952254
• Email: [email protected]