This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), and VA Roseburg Healthcare System (VARHS) and is the Secretary to the Associate Chief of Staff for Medicine/Surgery. This position can be located in Roseburg or Eugene.

Duties

Major duties include but not limited to: Incumbent serves as secretary and personal assistant to the Associate Chief of Staff for Medicine/Surgery, providing a wide range of staff assistance to the supervisor, the Administrative Officer for Medicine/Surgery, and if applicable, to other office staff members. Incumbent maintains the Associate Chief of Staff for Medicine/Surgery's calendar, to include scheduling appointments on own initiative based on personal knowledge of the supervisor's workload and current issues of importance. He/she arranges meetings including agenda, space, time, and staff, assembles background material for agenda items and informs participants of topics to be discussed. Accepts, rejects, or proposes an alternative time for requested meetings when the ACOS for Medicine/Surgery's schedule contains conflicts. Independently arranges for travel based on the ACOS's preferences, including airlines, hotel arrangements, travel times, and other factors as identified through the close working relationship with the ACOS. Additionally, maintains a calendar of future events for up to the next 12 months and coordinates with the other staff members to resolve scheduling conflicts, arranging for alternatives when scheduling conflicts arise. Schedules appointments, coordinates meetings, and/or schedules conferences for the ACOS for Medicine/Surgery. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members independently, supporting the Surgical Workgroup, Surgical Service Staff meetings, Laser Committee, and Prevention of Amputation in Veterans Everywhere (PAVE) Committee. Incumbent must possess knowledge of grammar, spelling, punctuation, syntax, and required formats. Reviews minutes, policies, and other correspondences to ensure they are technically correct and in compliance with administrative correspondence rules. These may include preparation, filing, completion, and proofing of documents and processes associated with credentialing and privileging, ongoing professional practice evaluations/focused professional practice evaluations, professional standards boards, proficiencies, competencies, official travel, continuing professional education, and awards and recognition program. Reviews official correspondences, such as Congressional responses, policies, procedures, standard operating procedures, media responses, and others as provided to or by the ACOS for Medicine/Surgery, for clarity and completeness of reply to ensure they are in compliance with business rules, syntax, formatting, and grammar. Establishes controls on certain items such as proficiencies, appraisals, and suspense items to ensure timely completion and accuracy. Expertise, knowledge and skill in operating office automation equipment to include personal computers, fax machine, copier machines/scanners/printers, and scheduling of VANTS and Lyne/conference calls, etc., to enhance productivity and meet the needs of complex issues and programs. Knowledge of office operations software programs such as word processing programs, Outlook, VISTA, CONCUR Travel, TMS, WebHr, Excel, PowerPoint, VATAS, and Web based application and tracking programs. A qualified typist is required. Composes and types, in final form, official correspondences based on knowledge of supervisor's views, desires, and past precedent cases, and from verbal instructions, prepares special reports, data, or correspondence using a wide variety of computer software. Knowledge of timekeeping procedures, rules, and regulations, including VATAS, to serve as primary timekeeper for the Medicine/Surgery Service, etc. Work Schedule: Monday-Friday, 8:30am - 5:00pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD305710 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not Authorized Critical Skills Incentive (CSI): Not Approved Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet specialized experience and time-in-grade requirements within 30 days of the closing date of this announcement, 11/15/2023. 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 within 30 days of 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: Knowledge of the organization, mission, and functions of the office to which assigned in order to effectively coordinate work and to gather and organize program information. Knowledge of the duties, priorities, commitments, policies, and goals of the supervisor (and support staff, if applicable) in order to perform non-routine assignments such as independently noting and following up on commitments. Skill in planning, organizing, and coordinating work activities. Skill in compiling and summarizing information. Knowledge of correspondence procedures and publication guidelines pertaining to the style and format of documents. Knowledge of composing and editing correspondence to included grammar, spelling, punctuation, syntax, and required formats Knowledge of office procedures and related administrative requirements in order to establish approaches for efficient office management, make travel arrangements, procure supplies and equipment, and meet other office support needs. Skill in operating a personal computer and utilizing office automation software for word processing, data base management, and/or graphics preparation. A qualified typist is required. Skill in interpersonal working relationships in order to resolve work-related difficulties. Knowledge of medical terminology to communicate effectively with the medical personnel and to address patient complaints regarding services and organizations the incumbent supports. Knowledge of the theory and principles of management and the organization including administrative practices and procedures common to the organization such as channels of communication, delegation of authority, routing of correspondence, filing systems, Records Control Schedule (RCS-10) for storage and discarding of files and records. Knowledge of timekeeping procedures, rules, and regulations, including VATAS, to serve as alternate for processing timecards In addition to meeting time-in-grade requirements and specialized experience, applicants must also meet the typing proficiency for this position. Typing Proficiency: In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. You may be rated on the following competencies for this position. Computer SkillsCustomer Service (Clerical/Technical)Information 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: The work is primarily sedentary. Typically, the employee may sit comfortably to do the work. However, there may be moderate walking, standing, bending, pushing, pulling, twisting, stooping, 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 Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: Patricia Murphy
• Phone: (505) 265-1711 X3703
• Email: [email protected]