The position serves as a secretary to the Chief, Integrated Health Care Informatics Service (IHIS) at the VA Saint Louis Healthcare System. The Secretary is responsible for providing a variety of specialized administrative and clinical program support services in a manner that facilitates effective and efficient attainment of IHIS goals, objectives, and responsibilities.

Duties

St. Luis VA Healthcare System is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Administrative Support (60%) Receives and screens visitors to include varying levels from local leadership, community partners and stakeholders, and central office level visitors. Receives incoming telephone calls for the Chief, Integrated Healthcare Informatics Service; takes concise messages; answers questions concerning established policy and uses personal judgment in determining whether supervisor should be interrupted, or caller referred to other key personnel; discerns and assigns priority to urgent calls and notifies appropriate persons for immediate actions. Maintains the calendars of the Chief, Integrated Healthcare Informatics Service and Deputy Chief, Integrated Healthcare Informatics Service and schedules appointments and meetings upon own initiative based upon personal knowledge of the workload and current issues of importance. Monitors, assesses, makes recommendations, and implements clerical processes across the service, coordinating with the Chief, Integrated Healthcare Informatics Service, or designee, for new process and procedural requests or any unresolved administrative or clerical issues. Prepares and maintains timekeeping functions for office and is responsible for the accuracy of all timekeeping records. Provides information to service managers/staff on timekeeping questions and issues. Provides training to newly appointed backup timekeepers and monitors their work to ensure timekeeping accuracy. Calculates employees leave balance, including annual leave, sick leave, and compensatory time earned and used. Submits work orders (repairs, removal of equipment and keys, etc.) at the request of the Chief, Integrated Healthcare Informatics Service, or designee, makes supply orders through process stores, and coordinates move requests involving the Chief of Integrated Healthcare Informatics Service with the Facility Planner according to established guidelines. Serves as TMS administrator for Integrated Healthcare Informatics Service staff. Upon request of Chief, Deputy Chief, and Administrative Officer of IHIS, sends reminders to staff concerning delinquent TMS training, as well as educational opportunities available to staff, and entering completed training for staff as requested to maintain a log of CME credit earned. Office Support (40%) Maintains proficiency with office automation computer software and hardware typing a variety of technical and non-technical material, reports, letters and correspondence from longhand drafts or brief notes of his/her own composition into final form, and reports for Chief of Integrated Healthcare Informatics Service, or designee, approval, and signature. Provides clerical, administrative, and logistical support to service staff. Assists Chief of Integrated Healthcare Informatics Service, Deputy Chief of Integrated Healthcare Informatics Service, and staff in procedural aspects of completing reports, correspondence, etc. to expedite the accomplishment of the work. Conducts research, gathers background information, assembles, and summarizes information, documents, and other available sources. Composes memoranda for general distribution or formats factual data for presentation in administrative reports. Makes appropriate requests for maintenance services for furniture, equipment, building, housekeeping, and security. Requests supplies needs by the service. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD101910 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/28/2023. 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-7 position you must have served 52 weeks at the GS-6. 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 specialized experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: receiving visitors and telephone calls to the office; scheduling and managing a calendar of appointments; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; utilizing various computer applications such as Outlook, Word, Excel, etc.; and maintaining files.. You will be rated on the following Competencies for this position: Attention to DetailComputer SkillsConscientiousnessCustomer ServiceInformation ManagementInterpersonal SkillsLabor RelationsOral CommunicationWriting 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 mostly sedentary with some walking, standing, bending, and carrying of light weight items such as manuals, books, and papers. Work Environment: Work includes everyday risks and discomforts typical of an office or meeting room requiring normal safety precautions. 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 VA St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Juan Santos
• Email: [email protected]