The Secretary (OA) position serves as the principal administrative, technical and clerical support to the service line manager of the Health Administration Service (HAS) service at the Tomah, WI VA Medical Center.

Duties

Duties Include: Schedules and coordinates appointments and meetings as needed for the service line manager and supervisors. Arranges meetings or conferences including selecting mutually satisfactory time, reserving meeting areas, notifying participants, and preparing minutes of the meeting. Provides clerical support to ensure efficient office operations. Performs a variety of receptionist and other clerical and administration functions, using judgment to answer recurring questions and resolve problems. Answers routine inquiries or refers to staff members. Contact members of supervisor's staff to relay instructions, arrange conferences, obtain information, etc. Receives incoming correspondence, publications, regulations, and directives and determines the appropriate person to act or takes necessary action. Establishes and maintains files as the Record Management liaison for HAS Service Line Manager. Receives calls and visitors, based on knowledge of programs and operations, personally handles calls of a routine nature, and refers others to appropriate personnel. Prepares information as needed for inclusion in written responses, meetings, conferences and reports. Utilizes practical knowledge of automatic data processing. Performs a variety of clerical and automation management tasks in support of a variety of program activities. Uses word processing software to create, edit, and manipulate correspondence, reports, and various program documents. Designs the optimum format for presentation of data, selects the appropriate software, and enters the functional commands to achieve the desired results. Utilizes knowledge of desktop computers and current office software programs such as Outlook, Work Excel, Power Point, etc., to perform various office administrative requirements. Composes correspondences and type's original material from rough draft or clean copy, ensuring the product is in the correct format, and reflects correct grammar and spelling. Prepares travel requests and completes requests to the motor pool for staff requiring a station vehicle. Acts as the primary timekeeper for the service line. Performs other related duties as assigned. Work Schedule: First Shift, Monday through Friday, 8:00AM to 4:30PM. Position Description: Secretary (OA), PD 4167-O Telework: as determined by the agency policy. Ad hoc. Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, Facility applicants must meet all requirements within 15 days of the closing date of this announcement. Non-facility applicants must meet all requirements by the closing date of this announcement, 11/21/2023 You may qualify based on your experience and/or education as described below: Experience: At least one (1) full year of specialized experience equivalent to the GS-4 level that equipped you with the knowledge, skills and abilities to perform successfully the duties of the Secretary (OA) position, and that is typically in or related to the duties of this position. For this position, specialized experience would consist of: Experience tracking, coordinating, updating, editing, compiling and maintaining files and records; clerical and administrative skills such as grammar, punctuation, spelling, correspondence formats, and records management; skill in using computer applications for functions such as word processing, spread sheets and database management; skill in time management, multi-tasking and organization; and communication and interpersonal relation skills sufficient to appropriately and courteously relate to internal and external customers both verbally and in writing. --OR- Substitution of Education for Experience: Successfully completion of 4 years of education above the high school level. This education must have been obtained in an accredited business, secretarial, or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial and technical school. Transcripts Required. --OR- Combination of Education and Experience: Equivalent combinations of successfully completed post-high school education and experience may be used to meet the total experience requirement at the GS-5 grade level. Education must be in access of first 2 year of post-high school education to be considered as described in experience and education. Transcripts Required. Proficiency Requirement: In addition to meeting experience and/or education requirements, applicants for this position must show possession of the following skill. Ability to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates, by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You will be rated on the following Competencies for this position: Applies Technology to TasksClericalCommunicationComputer Skills 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 requires some physical effort such as standing, walking, bending, sitting, and carrying light items such as paper and books. Work Environment: The employee performs work in an office setting involving everyday risks or discomforts. Normal safety precautions are adequate. 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.

Contacts

• Address Tomah VA Medical Center 500 East Veterans Street Tomah, WI 54660 US
• Name: Joseph Tourek
• Email: [email protected]