The incumbent provides administrative and personal assistance to the Chief, Health Administration Service (HAS). The incumbent resolves problems associated with the administration of HAS, is responsible for research and documentation of material for reports, and assists in the dissemination of work associated with the function of the office and the service.

Duties

The purpose of the position is to serve as the personal assistant and principal clerical and administrative support to one or more supervisors or professional staff. The HAS organization is of limited complexity with relatively informal internal controls and procedures or is subdivided into subordinate segments, which are supervised through one or more levels of supervision. The incumbent is tasked with the overall responsibility of insuring that all administrative requirements of the Office of the Chief and subordinate offices are handled correctly and that the clerical work is completed in the proper format and on a timely basis. The supervisor assigns work in terms of project objectives and basic priorities and is available for consultation in resolving controversial issues. The employee independently plans and carries out the tasks and selects the approaches and \methods to be used in solving problems. Responsibilities include receiving and reviewing all incoming mail, making proper distribution and calling to the Chief s attention any correspondence that required immediate action, and processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Relays suspense reports from the Chief to subordinate staff, reviews outgoing mail for proper format, tone reflection of policy, accuracy, completeness, and timeliness. Reads all incoming correspondence, determining proper action. Performs the following types of duties: drafts and edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, develops standard or form letters and replies to inquiries. The incumbent provides information and expertise needed to all clerical personnel in the service, i.e., format, policy, etc., of all correspondence and written material. The supervisor relies on the incumbent for substantial assistance in the functioning of the service. The incumbent designs, develops and maintains various logs for tracking the following: station level projects for the facility, which are submitted to the Resource Management Committee; requests for equipment estimates for other services; suggestions for awards dealing with HAS for approval or disapproval, overtime reports, personnel actions, etc. The incumbent is responsible for reports control. Maintains a calendar for all annual, semi-annual, quarterly, monthly and special reports required of the Chief. Schedules appointments, coordinates meetings, and/or schedules conferences for the Chief. Maintains a suspense file and completes a weekly status report to ensure that reports and replies are submitted in a timely manner. Submits requests for travel, makes necessary travel arrangements and prepares necessary travel vouchers upon completion of travel for the supervisor and other professional employees that travel frequently. Schedules and attends all staff meetings, prepares agenda and final minutes of meeting for distribution in a timely manner. Coordinates administrative work in the Office of the Chief, i.e., reports, letters, memoranda, etc., to be prepared by members of the office staff, as required, to maintain smooth flow of work and meet submission requirements. Maintains timecards, records of leave and attendance cards for the office of the Chief, HAS, and reviews for accuracy and higher-level approval prior to bi-weekly submission to Financial Resource Management Service. Work Schedule: Monday to Friday 8:00am to 4:45pm Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD010180 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Note: This is a Bargaining Unit Position.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/22/2023. 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: knowledge of the organization, function, policies and regulations covering Health Administration Service, knowledge of the duties, priorities, commitments, policies and program goals of a department or service, skill in note taking and transcribing dictation by machine that includes the need for familiarity with engineering terminology, and knowledge of correct grammar, spelling, punctuation, style, required format, etc. Knowledge of all fund allocations and ability to work with the budget clerk in establishing and maintaining appropriate controls of expenditures for each of the control points in the service. Knowledge and skill as an office manager in coordinating work within an office. Ability to prepare and submit reports, for both special and recurring suspense. Ability to do research and compile all necessary data for reports and prepare and submit reports to meet deadlines. Experience operating computer software programs to prepare correspondence, special reports, graphs and statistical spreadsheets. Note: Applicants must possess a minimum typing speed of 40 words per minute. You will be rated on the following Competencies for this position: Customer Service Clerical Data Management Knowledge Management Organizational Awareness 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

There is no educational substitution at the GS-06 grade level.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]