The incumbent serves as the Executive Secretary to the Chief Sterile Processing Service (SPS) at the Central Texas Veterans Health Care System. The incumbent is the principal administrative support person for coordinating and accomplishing the numerous complex and diversified activities and functions related to SPS, which has eighty-four staff members assigned.

Duties

Major duties include, but are not limited to: Ensures all correspondence is prepared in the correct format, free of errors, and is completed within established timelines. Makes all arrangements for conferences and large, often high-level meetings, securing space, scheduling speakers or attendees, assembling needed materials, arranging for meals or refreshments, securing needed audiovisual support, etc. Performs these duties in an ever-changing and fluid environment. Maintains a current calendar of events and meetings for the Chief of SPS. Independently schedules appointments and meetings based on knowledge of the Chiefs workload, work location, and current hierarchy of issues of importance. Reminds Chief of scheduled appointments and briefs him/her on matters to be considered before the scheduled meeting. Prepares material for Chief to bring to committee meetings and conferences. Reads and screens all in-coming correspondence, publications, regulations, and directives. Uses initiative to obtain clarification of instructions from originating offices when it is not clear what actions are required. Determines those directives that affect the activities and functions of SPS and refers them accordingly to the Chief, Reusable Medical Equipment (RME) Coordinator, Inventory Management Specialist, educators or supervisors. Prepares and sends important and timely communication to the SPS leadership team, often with little or no guidance from the Chief due to the fast paced and fluid environment. Maintains a suspense file of due dates for external and internal actions/suspense's that are the responsibility for Sterile Processing Service to complete and follows up to ensure proper and timely completion. Priority items are expedited and monitored through to completion. Maintains current list of SPS Memorandums (Directives/Policies) for review. Coordinates with the Chief to update memorandums in accordance with established recurring timelines, ensuring updates or revisions are published accurately and timely. Maintains and publishes to the Sterile Processing Service SharePoint current emergency call-back plans for the Service; ensures it is up to date and readily available. Accuracy and availability of this information is essential for the call-back of employees for patient care, emergencies, disasters, etc. Responsible for ensuring current licensure for all licensed nursing staff. Coordinates between Human Resources credentialing/licensing staff and to track staff that requires licensure on a recurring basis from respective state licensing agencies. Maintains all official files for SPS and is responsible for disposing of outdated files in accordance with records management policy. Maintains electronic files for SPS on both the SPS SharePoint and on shared storage drives depending on type of files. Differentiates between confidential and general - files appropriately based on classification. Maintains effective working relationships with co-workers, other Services, and secretarial staff through the application of effective listening and interpersonal skills (written, verbal, and non-verbal). Incumbent supports teamwork, communications, and the mission of Central Texas Veterans Health Care System. Work Schedule: Monday - Friday; 7:30am - 4:00pm OR 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD08114O 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, 12/07/2023. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performs duties as timekeeper and is knowledgeable of policy and procedures concerning time, attendance, and work schedules; Maintains a current calendar of events and meetings for management; Prepares agendas and takes and transcribes minutes of meetings, conferences, etc.; Ensures all correspondence is prepared in the correct format, free of errors, and is completed within established timelines; Maintains electronic files; Prepares travel requests; Orders, receives, and signs for expendable and non-expendable supplies as needed by the leadership team. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education above high school with courses taken directly related to the knowledge, skills and abilities of this position OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. In addition to meeting experience or education requirements, you must have the ability to type 40 words per minute (WPM). You will be rated on the following Competencies for this position: Clerical Customer Service Administration and Management 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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

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.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

NOTE: If your school was accredited by the Department of Education at the time of graduation but is no longer listed on the Department of Education website, you must provide documentation of accreditation with your application packet.

Contacts

• Address VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]