This position serves as secretary and liaison to the Chief, Medical Service, and the Administrative Officer. The secretary is a liaison between the Chief and all departments and clinics within Medical Service as well as adjacent services and facilities. The secretary provides administrative guidance and general support to various groups and also provides administrative support for various types of correspondence, educational requests, and Curriculum Vitae.

Duties

Duties: Serves as secretary and liaison to the Chief, Medical Service, and the Administrative Officer. Liaison between the Chief and all departments and clinics within Medical Service as well as adjacent services and facilities. Provides administrative guidance and general support to various groups. Provides insight and advice to various issues related to daily operations. Supports the Service Chief and Administrative Officer with all administrative needs. Ensures necessary lines of communications are maintained from leadership to staff. Provides administrative support for various types of correspondence, educational requests, and Curriculum Vitae. Works independently as he/she ensures the clerical and administrative work conforms to policies and procedures; provides editing and advice to the Service Chief, Administrative Officer, and department supervisors. Manages the scheduling keys for the Medical Service conference room; receives requests, arranges the weekly schedule for use of the space; accommodates multiple services and outside agencies daily. Receives and routes incoming mail and reads, acts on, and sorts a large volume of Outlook e-mail. Manages multiple fund control points. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm, subject to change based on the needs of the facility. Position Description/PD#: Secretary OA/ Relocation/Recruitment Incentives: Not Authorized Bargaining Unit: This position is covered by AFGE bargaining unit. Per the AFGE Master Agreement, the Area of Consideration will be: 1st Area of Consideration - current permanent TYPE THE OFFICIAL FACILITY NAME employees including satellites; 2nd Area of Consideration - current permanent Veterans Healthcare Administration employees; 3rd Area of Consideration - current permanent VA Nationwide employees; 4th Area of Consideration - All Other Status Applicants Critical Skills Incentive (CSI): Not Approved 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, 11/17/2023. 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. 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: Prepares all agendas for service level meetings and various committees assigned to the Service Chief. Responsible for taking minutes and transcribing them into the proper format, supplying a finished product to committee members and committee chair for review and approval, once approved will post on station 'governance" share drive. Owns and manages the Outlook e-mail groups for the service, committees, subcommittees, and work groups. He/she maintains administrative files, reports, committee information, correspondence, and personnel files. Prepares and assists with correspondence under the direction of the Supervisor Program Specialist, and Chief, Medical Service for the Directors signature an as congressional inquiries, various memorandums, or letters, and prepares memos to the Network Director from the Director. Responsible for coordinating and connecting the V-Tel video conference system for the Medical Service Conference Room. Coordination is either point-to-point, or by way of the VISN 16 V-Tel gatekeeper. He/she's expertise provides the ability to trouble shot problems that occur; coordinate the connection of several conference rooms for video conference meetings. Makes travel arrangements for visiting physicians uses Fed Travel for booking flights; hotel/motel reservations; coordinates dates/times of meetings. He/she will complete traveler's expense report as defined in policy. Manages a suspense file on Action Items. Ensures all requirements are met according to suspense. Creates folders; loads the response in the station share drive with necessary information as requested by the Director's Office. Proficiency Requirements: In addition to meeting experience requirements, applicants for this positions must show possession of the following skill: 40 words per minute typing speed. Applicants may meet these requirements by self-certifying their proficiency. You should be aware your self certification of possession of this skill is subject to evaluation and verification. You will be rated on the following Competencies for this position: CommunicationComputer SkillsTechnical Competence 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 physical demands places slight physical demands on the employee. The work includes walking, standing, bending, sitting, and carrying of light items, such as files and/or office supplies. Occasionally the employee is required to lift a case of paper weighing 10 to 20 pounds. The incumbent spends much time sitting and working at the computer. 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.

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 Biloxi VA Medical Center 400 Veterans Avenue Biloxi, MS 39531 US
• Name: Angela Fortenberry
• Phone: (601) -383-0370
• Email: [email protected]