The Dayton Veterans Affairs Medical Center (VAMC) is recruiting for a Secretary position. The Secretary will function within Primary Care . The primary purpose of the Secretary is to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Services.

Duties

The Secretary duties include, but are not limited to: Reads incoming correspondence, publications, regulations and directives which may affect Primary Care Service; determines those which can be acted upon personally and takes necessary action; when required, uses initiative to obtain clarification of instructions or intent from originating offices or appropriate focal points. Prepares and types (using computer) memorandums, reports, and/or other documents for Chief and/or other personnel, when deemed necessary; maintains confidential information and prepares documents which must not be shared in any manner with personnel outside of the Chief, without permission from the Chief. Prioritizes and schedules meetings for the Chief, Primary Care Service by notifying participants by phone, scheduling meeting rooms, and gathering material for participants. Keeps the Chiefs calendar and schedules appointments and meetings upon own initiative, based on personal knowledge of Chiefs workload and current issues of importance; these meetings include regular monthly and weekly meetings, appointments with administrative and professional staff within the Medical Center, and outside contacts. Responsible for greeting visitors; receiving and monitoring telephone calls for the Chief, determining the nature of the call and personally responding to many calls, using good judgment. Provide administrative and readily available information to callers and visitors, upon determination of their right to receive it. Places local and commercial long distance telephone calls for the Service Chief. Utilize the in-house paging system. Maintains a professional environment and projects an image of dignity and concern in receiving patients, patient's families, employees, staff, and professional personnel from outside the Medical Center. Works effectively with other clerical employees, administrative staff and other Medical Center personnel. Assumes full responsibility for maintenance and control of all Primary Care Service and Committee files in accordance with VA guidelines, regardless of originator. Ensures files are complete and accurate at all times, and material is logically organized, uncomplicated and can be easily retrievable by administrative and other clerical personnel. Collects, analyzes, and maintains performance management data and reports results to leadership so that measures are met i.e., issuing Focused Professional Practice Evaluations (FPPE) and Ongoing Professional Practice Evaluations (OPPE) for Medical Directors to conduct clinical chart reviews on providers that they supervise. Performs analysis related to provider compliance and pay for performance data from View Alerts and reports the data to the leadership team. Monitors and reports time and attendance for approximately 200 employees, utilizing commonly used pay plans and leave types, or limited special pay situations. Tracks, logs and reports on a variety of time and attendance and special pay categories, which requires the use of unrelated methods, practices and procedures. Works as the lead point-of-contact (POC) between the Patient Advocate's Office and Primary Care, using the Patient Advocate Tracking System (PATS)i.e., reading, dispensing, follow-up, resolution, and closing each PATS accordingly. Recruitment - Schedule prospective candidate interviews by calling and scheduling for a Teams Meeting with the Interviewers. Once a hiring decision has been made, call references for each candidate. Update and revise, daily, to staffing SharePoint for the benefit of both Primary Care and hospital staff. Develop and assist with implementation of Veteran Centric Materials for improved communication and efficiency. Office Liaison - For office related tasks in CBOCs Performs other related duties as assigned. Work Schedule: Monday-Friday. 8:00AM to 4:30PM Position Description/PD#: Secretary/PD102330 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, 12/18/2023. 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 GS7 position you must have served 52 weeks at the GS06. 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/oas described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: . You will be rated on the following Competencies for this position: Administrative support; collecting, compiling and tracking data and information Processing documents and reports Establishing, updating and maintaining office files and record Performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics Answering telephones, referring visitors, and providing information. Experience in Timekeeping Experience in conducting Professional Practice Evaluations You will be rated on the following Competencies for this position: Administration and Management Database Management Systems Interpersonal Skills Manages and Organizes Information Planning and Evaluation Communication 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. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. 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 Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Jonathan Shirey
• Email: [email protected]