The Secretary (OA) position is located at the Central Texas Veterans Health Care Systems, Surgical Service, Temple, TX and reports directly to the Surgical Service Administrative Officer (AO). The Associate Chief of Staff, Surgical Service (ACOS), is second line supervisor; The incumbent perform typing, computer operating skills using Microsoft Office, Excel and Outlook and the Veterans Health Information Systems and Technology Architecture (VISTA) software program.

Duties

Office Management Performs the full range of procedural office automation, secretarial and clerical duties. Types, reviews and edits correspondence emanating from the "service". Checks for spelling, typographical errors, conformance to formats and procedural requirements. Maintains subject matter files and records, in perfect order, that relate to the work of the "service". Maintains "provider specific files" and employee 6-part folders in accordance with set policies and procedures; Maintains control and coordination of employee competencies, proficiency reports and performance appraisals to be completed by supervisors. Distributes appropriate forms regarding the above and provides suspense dates for completion by the supervisors. Maintains suspense/information logs showing the status of actions and responsible parties. Ensures staff meets required suspense dates for turning in assigned projects, including "peer reviews" medical advisory opinions (MAO), performance appraisals, proficiency reports, etc. Assist all surgical staff with typing correspondence and documents related to duty. Perform special projects, duties and assignments when requested. Ensures office supplies and office equipment are ordered in a timely manner for Surgical Service staff needs. Receives incoming mail/correspondence, screens and distributes mail to Surgical Service staff. Ensures outgoing mail is appropriately addressed and positioned properly for pick-up. As the service's training liaison, incumbent oversees the education program for Surgical Service staff. Ensures training and orientation requirements in the Talent Management System for education and training are entered and training records for all employees are up to date. Ensures formal requests (SF 182) for education and training, including conferences and continuing medical education (CME) are forwarded through the proper channels for approval for all Surgical Service staff. Assists surgical staff with e-travel requests. Serves as timekeeper for assigned "service" staff; ensures timecards are posted and submitted to the Payroll Section within the prescribed timeframe. Maintain accuracy of part-time physicians' attendance. Ensure all "Payroll Exceptions" are clear for assigned Time & Leave (T&L) records. Maintain Calendars, Schedules Meetings, Travel and Appointments Maintains daily calendar and schedule for the ACOS of Surgical Service. Schedules appointments with the ACOS and AO. Schedules patient calendar appointments for the ACOS for Surgical Service, and reschedules calendar appointments upon request. Makes complete arrangements for staff meetings and conferences chaired by the ACOS of Surgical Service; reserves the meeting room, notify appropriate persons to attend, prepare agendas and sign-in sheets, and compile necessary background information as necessary. Makes necessary arrangements for travel, arranges itinerary for visits, make reservations, notify organizations and officials to be visited, and assist with travel vouchers and reports upon request. Incumbent is responsible for recording, typing, distributing and publishing meeting minutes. Follows up with staff members to ensure various commitments made at conferences and meetings are met. Ordering refreshments/lunch may also be a necessary part of arranging some meetings and accomplished when requested. Takes reservations for use of the surgical Service conference room. Public Contact/Customer Service Receives visitors and telephone calls to the "service", determines the nature of requests and directs callers to appropriate staff take messages or personally provides the information Incumbent functions as a liaison to other managers and staff outside of Surgical Service as well as a resource person for staff, patients, and family members of veterans. Ensures the connection between Surgical Service staff and outside inquiring entities as appropriate. Maintains high ethical standards and strict adherence to the "confidentiality code". Provides outstanding interpersonal skills to communicate with Network and VA Central Office dignitaries. Work Schedule: 730am - 4:00pm or 8:00am - 4:30pm Monday - Friday Position Description/PD#: Secretary (OA)/PD046180 Relocation/Recruitment Incentives: Not authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/20/2023. 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. In addition to meeting the Time-In-Grade requirement, you must qualify based on your specialized 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: Office Management: performing the full range of procedural office automation, secretarial and clerical duties; ensuring all files include all required documents and are set-up properly; maintaining suspense/information logs showing the status of actions and responsible parties; performing special projects, duties and assignments when requested; receives incoming mail/correspondence, screens and distributes; serving as time keeper for assigned service; Maintain Calendars, Schedules Meetings, Travel and Appointments: maintain calendars, schedules appointments and make arrangements for staff meetings, travel; Public Contact/Customer Service: Receives visitors and telephone calls directs callers to appropriate staff take messages or personally provides the information. Typing: 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: Customer Service Labor Law Administration and Management Information 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 primarily sedentary. Constant sitting, walking to perform errands, and light lifting of files, supply boxes, and small equipment under 15 pounds may be involved, assistance is provided when necessary. Incumbent is not expected to exceed physical capabilities. 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]