The employee serves as a Secretary within the Capital Planning and Activation Service (CP&AS) at the Durham VA Medical Center located in Durham NC. The Durham VA Health Care System's main medical center is in Durham NC. The Secretary is responsible for administrative support and collection and compilation of data, and/or tracking of data and statistical information in support of the various program operations in the CP&AS.

Duties

Incumbent performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the daily operations in the service. Assists in the planning, review, and reporting of data/statistical results of service-level program/project studies. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of data and generates a variety of reports. Coordinates incoming data from a variety of sources. Administrative Support Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communications. Composes letters and reports and reviews for accuracy and completion; prepares committee minutes in accordance with required procedures and formats; prepares and develops standard or form letters and replies to inquires; prepare public presentation outlines as needed. Researches files and assembles background information about incoming material prior to referral. Uses Microsoft Word, Excel, Access, SharePoint, and other data processing software to generate specific working documents and forms such as spreadsheets, database, word processing, desktop publishing, graphics, web sites, and other similar products. Selects appropriate system, application, and format. Maintains all personnel records for the service to include entry on duty documents, positions descriptions, performance appraisals, competencies, training records, travel requests, etc. Serves as the PIV Sponsor for the service to ensure that staff is properly identified and are appropriately suited for employment within the VA. Ensures timely processing of all personnel actions for the service and follows up with human resources as needed to ensure staff records are complete and accurate. Serves as Records Control Liaison for the service and ensures that all files are maintaining in accordance with the Records Control Schedule. Schedules appointments, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance, clerical services such as maintaining calendars and recording appointments, or arranging meeting and conference workshop administrative details including making room reservations, reserving equipment, and lodging arrangements as required. Public Contact Work Receives, schedules, refers, and contacts member of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Provides general clerical public contact support services such as answering the telephone, referring patients and visitors, orproviding information about the office, its functions, and standard operating procedures. Serves as a primary point of contact for fielding, resolving, or facilitating the resolution of complaints. Screens all incoming calls for the service chief and staff members and determines if the call requires their attention. Supplies the requested information when the question concerns information the employee is familiar with or can easily get. Timekeeping Services as the primary timekeeper for the service and ensures that all timecards are posted daily. Tracks overtime and compensatory time for all staff. Attends mandatory timekeeping classes and maintains appropriate subsidiary records that are readily retrievable for audits. Work Schedule: Monday-Friday 8:00am-4:30p.m 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. Position Description/PD#: Secretary/PD069410 Relocation/Recruitment Incentives: Not Authorized 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, 12/21/2023. 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-5 position you must have served 52 weeks at the GS-4. 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: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and skill in oral communications and interpersonal dynamics. Ability to demonstrate proper telephone etiquette always is essential. Ability to communicate verbally and in writing with a variety of people from different backgrounds and different levels of understanding. This may include clerical, technical, administrative, and professional (clinical and administrative) people at all levels in the agency. Knowledge and skill to independently use computer equipment with a wide variety of software such as Word, Excel, PowerPoint, SharePoint, Outlook, and VHA databases to extract and organize data, produce letters, memoranda, presentations and to prepare a variety of specific working documents and forms such as spreadsheets, database, word processing, desktop publishing, graphics and other similar products. Must be a qualified typist for 40 wpm. Knowledge of and ability to follow VA guidelines for composing various forms of correspondence for signature of the service chief, and/or Medical Center Director . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school in any field. 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. You will be rated on the following Competencies for this position: ClericalCommunicationComputer SkillsManages and Organizes Information 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 and requires long periods of sitting In one position. There may be some walking, standing, bending, and carrying light items like papers or books. 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

Successfully completed 4 years of education above the high school level. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial or technical school.

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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.

Contacts

• Address Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Alicia Fraser
• Phone: 9085607880
• Email: [email protected]