The Secretary (OA) performs a variety of clerical and administrative duties providing assistance to the Associate Director for Patient Care Services (ADPCS) and other administrative, technical, and clinical staff. The incumbent is the primary office support staff member for the Office of the ADPCS and operates independently of any other such position in the office and/or as a team with the secretarial support staff as necessary.

Duties

The Secretary has extensive responsibility for coordinating work within the organization. Major duties include, but are not limited to: Receive telephone calls and visitors to the office of ADPCS. Screen calls and handle problems of a procedural and general nature, tactfully referring calls and concerns to appropriate areas of the medical center. Assist administrative personnel by not only screening and obtaining information from patients, families, medical staff members and visitors, but also resolves many concerns without further referral to supervisors. Prepare responses to letters received in the Office of the ADPCS. Maintain files of information in an orderly and approved format. Review incoming correspondence and determine if correspondence can be handled in a routine fashion. Maintain suspense files for timely response. Prepare agendas for meetings and take minutes incorporating in the correct format. Follow up on action items, make sure documents are completed/documented. Present a daily review of all incoming mail and e-mail for the Office of the ADPCS. Review and prepare individual summaries on the contents of each piece of correspondence and present a verbal summary of each to the ADPCS and the Administrative Officer. Schedule appointments and make arrangements for time, participants, and location of meetings per instructions from the supervisor. Prepare medical center memoranda and present final format, establish suspense files noting dates forwarded to various services for concurrence, as well as date forwarded to Medical Center Director for approval. Review all outgoing correspondence and report ensuring proper format, mathematical and grammatical content are accurate. Use typewriter and/or personal computer in preparing correspondence, performance appraisals, reports, minutes of meetings, and processing timecards. Maintain time and attendance reports. Advise service chiefs on all timekeeping policies. Work Schedule: Monday - Friday, 8:00AM-4:30PM Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD018480 Relocation/Recruitment Incentives: 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, 11/30/2023. Interchange Agreement: Applications will be accepted for this position under the Interchange Agreement as outlined in VA Handbook 5005, Part III, Appendix C. This agreement allows for the movement of Title 38 and Title 38 hybrid personnel, who have at least 1 year of full-time continuous service, to apply for competitive service positions. OPM 90 Day Waiting Period: OPM requires that all current permanent federal employees serve 90 days after their competitive selection in their current Title V position prior to moving to another position. 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-8 position you must have served 52 weeks at the GS-7. 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 and/or education as described below: Specialized Experience. We will not make assumptions when reviewing applications. Please see the Required Documents section below for resume requirements. Your experience must be fully documented in your resume and must include job title, duties, month and year start/end dates AND hours worked per week to receive proper evaluation.GS-08 Grade Level: GS-8 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience are defined as: clerical and administrative experience related to secretarial support for a large organization and/or in a large medical center setting; independently planning and/or organizing activities of an office; maintain suspense systems to ensure items for action are completed; serve as liaison between offices and/or sections; receive all correspondence; prepare travel arrangements; maintain executive schedule/calendar; meeting minutes; perform full range of secretarial and administrative duties. To be creditable, specialized experience must have been equivalent to the GS-07 level in Federal service to qualify at the grade 08. NOTE: Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held. Please provide documentation on resume. The overall requirements are: 1) computer literacy, 2) organizational skills, 3) planning and scheduling skills, 4) time-management skills, 5) verbal and written communication skills, 6) quick-learning skills, and the ability to apply such skills in a way that increases the effectiveness of the office. Writing skills and use of technology will be evaluated during the best qualified panel review of resumes. Oral communication skills, reasoning, interpersonal Skills and integrity will be evaluated during performance based interviews and situational scenarios. You will be rated on the following Competencies for this position:Administration and ManagementAttention to DetailClericalCommunicationComputer 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 is mainly sedentary. Some physical exertion may occasionally be necessary, such as bending, stooping, stretching, and lifting moderately heavy objects such as Official Personnel. Manual dexterity is required in operation of a calculator and/or other office machines. 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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Felicia Allison
• Phone: 502-287-5866
• Email: [email protected]