The incumbent serves as a Secretary to the Associate Chief of Staff of Ambulatory Care South service of the Central Texas Veterans Health Care System (CTVHCS); a three-division, integrated medical center with 6 Community Based Outpatient Clinics (CBOC) located up to a distance of 300 miles apart.

Duties

Major duties include, but are not limited to: Schedules meetings that require networking with administrative services throughout the CTVHCS and the community. Keeps Associate Chief of Staff and team members informed of progress and/or impediments encountered. Makes complete arrangements for meetings and conferences for the Associate Chief of Staff, Program Manager, and Section Supervisors, reserving the meeting room, notifying appropriate persons to attend, preparing agenda, and compiling necessary background information and making travel arrangement through appropriate online booking agent. Attends meetings, transcribes minutes of meetings and prepares typed minutes. Receives briefing in order to know what assignments were made and what developments have occurred. Follows up with staff members to ensure various assignments made during conferences and meetings are completed timely. Tracks suspense dates and notifies Associate Chief of Staff, Program Manager Section Supervisors of projected success or failure to meet them. Functions as liaison to other managers and staff outside of the Ambulatory Care South Service. Supports the Administration, Pathway, Wellbeing and Clinical Care sections. Establishes short-range goals and establishes priorities to accomplish them in keeping with long-range program objectives. Receives and screens all incoming correspondence and either independently answers it or forwards it with proper attachments to the official responsible for the activity concerned. Manages electronic mail for the Associate Chief of Staff, and provides information based on personal knowledge and furnishes official information where authorized. Screens material for action and forwards to appropriate personnel. Draft responses when requested. Receives request for information, advises when the information can be furnished. Establishes suspense dates, maintains suspense records in the office. Exercises tact, discretion, good judgment and knowledge. Prepares necessary documents and presents them for signature to appropriate Associate Chief of Staff, Program Manager or Section Supervisors, as appropriate. Provides technical advice and assistance to service personnel to help resolve difficult administrative problems relating to the office of the Associate Chief of Staff. Incumbent reviews correspondence and reports for accuracy, appropriate format, completeness, compliance with existing policies, grammatical construction, spelling and punctuation. Screens all outgoing correspondence prepared by support staff for grammatical corrections and format. Rejects unacceptable work and provides additional instructions for corrections. Transcribes correspondence, reports, etc., which may include technical terms and matters of a confidential nature for the Associate Chief of Staff, Program Manager and Section Supervisors. Holds all communications in strict confidence unless specifically requested to do otherwise. Processes training requests for the service and enters course work into Talent Management System (TMS), as appropriate. Assists in maintaining control of proficiency reports to be done by Chiefs on physicians and evaluation on other subordinates. Assists in the maintenance of performance appraisals and competency reports by Section Supervisors on all staff within the Ambulatory Care South Service. Performs final service-level technical reviews to ensure compliance with Human Resources guidelines prior to submission. Work Schedule: Monday - Friday; 7:30am-4:00pm OR 8:00am-4:30pm - to be discussed with supervisor after selection Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD00126O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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. 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 as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. 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: Assists in interacting with executive leadership in the VA and private sector, contractors, members of Congress or Congressional staff members as well as Veterans, their family members and/or legal representatives; Contributes to addressing clinical and non-clinical concerns and complaints for the organization; Prepares correspondence, reports, memos, and other documents; Review incoming and outgoing correspondence for grammatical accuracy, conformance with general policy and factual correctness; Transcribes minutes of meetings and follows policy regarding format for minutes; Maintains calendar, coordinates meeting arrangements, and schedules meetings and/or conferences including those involving staff from other Medical Center organizations. In addition to meeting experience or education requirements, applicants for these positions must show possession of the following skills, 40 words per minute typing speed. You will be rated on the following Competencies for this position: Flexibility Organizational Performance Analysis Accountability Technical 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 requires prolonged sitting, walking, bending, stooping, pulling heavy drawers, lifting books, and paper, and small boxes. Much of the work is performed viewing a computer monitor. There is no requirement for special safety precautions or protective clothing. 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 VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]