Provides clerical and administrative assistance to the ACOS/Ambulatory Care and the Health Systems Specialist who serves as the Administrative Officer for Ambulatory Care. The duties are as follows: Receives telephone calls and visitors. Determines which calls can be referred elsewhere. Obtains needed background information before referring calls to the supervisor.

Duties

The Secretary (OA) reviews all incoming mail, screening out material that can be handled personally or routing mail directly to the appropriate office for action and following up to ensure that actions are completed. Assembles background information from various sources before routing mail that requires that requires attention to supervisor. Reviews outgoing correspondence and reports for signature of supervisor and the Medical Center Director to ensure proper format, grammar, and necessary attachments. Arranges for meetings, including such matters as space, time notifying and providing participants with agenda. Provides supervisor with necessary files and background information. Attends and records minutes of meetings. Follows up on any commitments or assignments that may result from the meetings. Determines priorities and calendar appointments and conferences for the supervisor on own initiative, rearranging schedule if conflict exists. Maintains time and attendance for all personnel attached to General Internal Medicine which includes clerical staff, physicians, nurse practitioners, physician assistants, residents and AOD's. Other functions include, but are not limited to: Receives. schedules. refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Processes employee timecards which includes accurate recording and maintenance of information related to time and attendance. Orders equipment, familiar with automated data processing (responsible in providing software and hardware support and training within the service) Organizes the flow of clerical processes in the office and subordinate offices and assists supervisor's subordinates in the procedural aspects to expedite administrative work Personal Identification Verification (PIV) sponsor (employee identification card). Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Research files and assembles background information on the subject of Incoming material prior to referral. Performs office automation duties using such software applications as electronic mail, desktop publishing, calendar. spreadsheet, database, and/or graphics. Assists other users with regard to selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Schedules appointments, coordinates meetings, and/or schedules conferences. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Other duties pertaining to secretary duties. Work Schedule: Monday to Friday - 8:00am - 4:30pm Telework: Not eligible for Telework. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD035850 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, 11/27/2023. 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. Applicants for this position must show possession of the following skills in addition to the Specialized Experience below: At least 40 words per minute typing speed. 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 level (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: directing inquiries to the proper source; organizing electronic and hard copy files; providing clerical and administrative support such as answering phones and greeting customers; manage fund control points and reconcile expenditures; submit and track work orders; maintain and communicate suspense actions; coordinating meetings to include preparing meeting rooms; and creating and reviewing correspondences/documents for accuracy and conformance to regulations. 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. You will be rated on the following Competencies for this position: ClericalComputer LanguagesCustomer Service (Clerical/Technical)Manages 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. 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 Memphis VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104 US
• Name: Lewis Forester
• Phone: 407-669-8072
• Email: [email protected]