The secretary will perform secretarial and administrative duties in support of the Chief and Assistant Chief, Medical Administration Service (MAS) and the subordinate staff at the Malcom Randall VA Medical Center-North Florida/South Georgia (NF/SG) Veterans Health System. The secretary is fully responsible for coordinating the work in other offices and program areas as well.

Duties

The duties required to fulfill this position include, but are not limited to: Maintains suspense logs on action-required items and follows up to assure completion of requests. Prepares responses to requests for routine information. Keeps supervisor advised of the status of projects related to suspense material. Advises supervisor and other management staff on established policies, procedures and methods governing miscellaneous clerical and administrative matters. Sets up and maintains pertinent office files in subject and/or chronological order. Obtains files or reference material for supervisor. Maintains and orders supplies, as requested; updates manuals on policies, directives, studies, etc. Makes necessary arrangements for conferences including matters such as scheduling of conference rooms, letters of invitation, lodging, location, agenda and attendance list. Arranges travel for Chief and Assistant Chief including scheduling transportation, making hotel reservations, preparing and submitting travel requests and vouchers. Keeps the supervisor's calendar, schedules appointments and conferences without prior approval based on knowledge of the duties, priorities, commitments, policies and program goals of the Medical Administration Service (MAS) staff. Independently notes and follows up on commitments made at meetings and conferences by the Chief and Assistant Chief, Medical Administration Service. Tracks and distributes congressional inquiries and action items to the appropriate sections. Utilizes a variety of office automation equipment such as personal Computer, printer, multi-line telephone, copier, facsimile, etc. The employee uses advanced and varied functions of more than one software type such as word processing, calendar, electronic mail, etc. as well as Identifies and selects appropriate software types (spreadsheets, database, word processors, graphics, etc.) to meet office needs. Greets and assists patients, visitors and staff. Performs other duties as required. Work Schedule: Monday-Friday 08:00 a.m.-04:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD058550 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, 11/21/2023. 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: Review of outgoing correspondence prepared by the management staff ensuring confidentiality and proper format Use of advanced and varied functions of more than one software type, such as word processing, meetings calendar and electronic mail to meet office needs Receive and answer routine telephone and inquiries and/or refers them to appropriate staff members Transmit, receive and acknowledge electronic mail and messages Maintaining and ordering of supplies Preferred Experience: 1 year of documented experience working with Executive Leadership 2 years of documented experience creating Excel spreadsheets, Power Points, and Word documents Proficient with CANVA Prior timekeeping experience NOTE: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. You will be rated on the following Competencies for this position: ClericalCustomer Service (Clerical/Technical)FlexibilityProblem SolvingSelf Management 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: Work is mostly sedentary; however, some walking, bending, stooping, minor lifting of office equipment and supplies will be required. 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 Malcom Randall Department of Veterans Affairs Medical Center 1601 Southwest Archer Road Gainesville, FL 32608 US
• Name: Heather Clopton
• Phone: 5614227368
• Email: [email protected]