The incumbent serves and reports as a Secretary (OA) to the Chief of Medical Specialties. The position is located at the EPVAHCS in El Paso, Texas. The incumbent serves as a back-up in the absence of the Administrative Officer in all non-clinical aspects.

Duties

The incumbent assists the Chief of Medical Specialties or designee by performing clerical and administrative support work which consist of the following duties: A. Screens visitors and telephone calls, directs callers to appropriate staff or personally provides desired information or completes business involving established policy or routine matters without directing referrals to the Administrative Officer, whenever possible. B. Incumbent manages all incoming correspondence and action documents. Reads all incoming correspondence, screens items to be handled personally, and forwards the remainder to staff for action. Composes routine correspondence on subjects as outlined in regulations and procedures or specifically requested by the Chief of Medical Specialties. Reads outgoing correspondence for accuracy. Maintains the Chief of Medical Specialties personal files of correspondence, documents concerning subordinate personnel, and other documents pertinent to the operation of the Chief of Medical Specialties office. Replies to inquiries not requiring the Chief of Medical Specialties attention. C. Maintains Chief of Medical Specialties calendar and schedules appointments and meetings based upon personal knowledge of Chief of Medical Specialties workload and current issues of importance. Independently reschedules appointments when it becomes apparent that supervisor will not be able to meet previous schedules. D. Maintain 6-part staffing folders, ensuring documents are valid and current. Prints yearly employee competency and performance plan templates for Chief of Medical Specialties. E. Incumbent develops and maintains tracking system for Medical Specialties Service monitors as they are identified and developed. Assists with any charting and reporting results. Uses delegating authority when necessary to assist in completion of projects. F. Incumbent serves as recorder for multiple committees relevant to the Medical Specialties Service. Attends meetings as recorder, takes and prepares minutes for signature and distribution. Incumbent will often independently follow-through on actions/recommendations and/or setting up suspense files for future action as a result of discussions conducted in meetings. Incumbent will complete changes to policies, procedures and CPM's as requested by committees and route for proper approval/signatures. G. Incumbent tracks and does follow-up of employee action that the Chief of Medical Specialties is responsible for. Works closely with Chief of Medical Specialties, Administrative Officer, and Human Resources to assure time lines are met. H. Incumbent serves as Talent Management System (TMS) coordinator for the Medical Specialties Service. I. The incumbent serves as timekeeper for the Medical Specialties Service. Posts timecards and must be thoroughly familiar with regulations concerning time, attendance, work schedules, WebHR, and VATAS. J. Incumbent reviews charts and tracks a variety of data for performance improvement and staffing methodology. K. Incumbent performs general office work. Ability to utilize various computer programs, i.e., Microsoft Word, Excel, Outlook, Talent Management System (TMS), Vista, WebHR, etc. Obtains and monitors the use of services, supplies, or equipment for the unit. 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. Receives and verifies accuracy of orders and initiates corrective action in case of error. Work Schedule: Monday to Friday 8:00am to 4:45pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD012250 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Note: This is a Bargaining Unit Position.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/15/2023. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of an extensive body of rules, regulations, and procedures to effectively perform a variety of assignments and resolve a variety of problems. Knowledge of working situations within the Medical Specialties Service and the ability to comprehend and put into practice Medical Specialties Service programs and purpose. Knowledge of the organizational of office files and the purpose and content of documents in files. Organizational skills are necessary for use in maintaining numerous office files, suspense records and the Chief of Medical Specialties calendar, preparing reports and general working functions within the Medical Specialties. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond an Associates Degree. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Attention to Detail Interpersonal Skills Decision Making Manages and Organizes Information Planning and Evaluating 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]