The Secretary (OA) serves to enhance the efficiency and productivity of Primary Care, Fort Worth Outpatient Clinic (FWOPC), Ambulatory Care and to facilitate smooth and accurate flow of information (both clinical and administrative) within and outside the section. The Secretary (OA) acts as a liaison between the Section Chief, FWOPC and Fort Worth Ambulatory Care physicians, and other Ambulatory Care personnel, as well as Executive Office staff.

Duties

Administrative Support Provide administrative management support to the Section Chief, FWOPC and all Ambulatory Care staff, as well as to the section chief, Grand Prairie Community Based Outpatient Clinic (CBOC). Perform a variety of clerical and administrative functions such as timekeeping, scheduling appointments, preparing documents for Chief's signature, etc. Receive and screen incoming calls. Provide warm hand offs to appropriate staff, provide information to the callers when deemed appropriate on behalf of administrative leadership. Organize data into easily retrievable systems, files, and directories and maintain files relating to policies and operations. Compile weekly schedule for all staff and ensure coverage is provided. Assist physicians and other staff in scheduling leave and in the preparation of official travel documents. Notify appropriate units in advance of absences to ensure timely coordination of clinic schedules. Correspondence & Records Serve as records liaison, maintain and establish current files on correspondence, publications. Keep suspense system for all incoming correspondence that has a response date and follow up to ensure deadlines are met. Maintain control of follow-up on suspense items, review the correspondence for accuracy in grammar, format, policy, spelling, punctuation, etc. Process incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communications. Proofread correspondence for accuracy and and make changes and revise filing systems as required. Assist in preparation of proposals, posters for presentations, abstracts, memoranda, letters and other related reports and correspondence. Responsible for taking and transcribing assigned meeting minutes. Prepare personnel actions and maintain all addresses and phone numbers for staff. Support Administratively manage the Occupational Health Unit (OHU), FWOPC to ensure all requirements are met. Assist Dallas OHU in tracking various workload and reporting specifics relevant to OHU. Analyze data to ascertain trends which need to be addressed for optimum scheduling. Develop, implement and maintain structure filing system in accordance with VA Handbooks and Directives. Schedule all required annual physicals for employees, schedules all new employee physicals including but limited to: ordering appropriate laboratory studies, x-rays, EKGs, etc. Collate results and forward to appropriate personnel in Human Resource Management Service. Serve as timekeeper for FWOPC Primary Care and as alternate to all other Ambulatory Care sections. Maintain fund control balances, reconcile accounts, coordinate funding transactions, monitor daily balances, make necessary follow-ups with staff to assure accurate records and proper usage of funds. Work with Section Chief in the development of a budget plan each fiscal year. Utilize desktop ordering system to obtain stocked supplies from Logistics. Customer Service Meet the needs of customers while supporting VA missions. Consistently communicate and treat customer in a courteous, tactful and respectful manner. Provide the customer with consistent information according to established policies and procedures. Handle conflict and problems in dealing with customer constructively and appropriately. Work Schedule: 7:00 am - 3:30 pm, Monday - Friday Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD5499084-0 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, 11/13/2023. 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. 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: Experience with clerical and administrative procedures, and various office skills; Carrying out day-to-day administrative support activities; Skill in the use of a variety of computer software programs such as Microsoft Word, Excel, Power Point and other software applications; Preparing correspondence, reports, and memorandums; Maintaining calendars to include coordinating and scheduling meetings and conference rooms. Special Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must show possession of the following skill and it must be clearly documented on your resume: 40 words per minute typing speed. You will be rated on the following Competencies for this position: Clerical Customer Service Writing 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 primarily sedentary; however, some walking, standing, bending, and carrying of light objects (such as papers, books, office supplies) is 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

Education

There is no educational substitution at this grade level.

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.

Contacts

• Address Dallas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216 US
• Name: La Tonya Kingsberry
• Email: [email protected]