This position is in the Anesthesia Care Line office of the Southern Arizona VA Medical Center which is affiliated with the University of Arizona Medical School residency programs. The incumbent will utilize standard computer software and office equipment; perform a wide variety of secretarial and administrative support duties for the Anesthesia Care Line. The incumbent proceeds independently to plan and carry out assignments.

Duties

Reads and screens all incoming correspondence, publications, regulations, and directives that affect the ACL and unilaterally decides which can be acted upon personally and which must be referred to the Chief, ACL and communicates with other care line department chiefs/Administrative Officers and Chief of Staff office. The incumbent maintains a master tracking spreadsheet for incoming and outgoing action items/tasking's from Senior Leadership and other management affiliates. Maintains an accurate account of all incoming and outgoing correspondence. Prepares reports, memorandums, and outgoing correspondence for the signature of the Chief, ACL and, on occasion, for the SAVAHCS Director and reviews it for proper format, conformance with regulations, content, grammar, and special policies. Maintains and updates files, manuals, and special operating procedures pertaining to the ACL, including VA regulations, reports, bulletins, circulars, etc. Also, maintains records of recurring and non-recurring reports originating within the ACL and follows up by contacting responsible employees to insure submission of responses is timely and in the proper format. Serves as recorder of minutes for all meetings chaired by Chief or Assistant Chiefs, ACL, and distributes copies of minutes to all appropriate personnel. Instructs and assists various ACL secretaries, program clerks, students, volunteers, work studies, etc. in the proper procedures and format for the preparation of correspondence and reports. The incumbent oversees all word processing activities for the ACL department, including the use of the most current computerized office automation equipment. Trains new hires on any office automation. This training is in-depth, ongoing and frequently includes daily technical assistance. Maintains the Chief, ACL activity calendar and schedules appointments, conferences, and meetings on own initiative based upon personal knowledge of the Chief, ACL workload and current issues of importance. Arranges for meetings and conferences, including such matters as location, schedule, agenda, and attendance list. The incumbent makes necessary travel arrangements for the Chief, ACL, including scheduling transportation, making hotel reservations, notifying organizations and officials to be visited, and typing various reports pertaining to the activity. Enters leave data into the computer and compiles leave records used to compile reports. Monitors use of overtime, fee hours, and all leave and absences to assure compliance with VA policy and refers, when appropriate, to supervisors for action. Establishes call schedule and rotation schedule with daily updates for all anesthesia providers. Maintains timekeeping and attendance records for all Anesthesia and Surgical residents. Requisitions office supplies, equipment and publications as needed. Coordinates submission of work orders for equipment repair. Receives and screens telephone calls and visitors to the Office of the Chief, ACL. Ascertains the nature of the call or the purpose of the visit and independently determines the appropriate action. Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: No eligible Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD10471O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not Authorized 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, 12/26/2023. 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: Serves as the Secretary and principle administrative support position to the supervisor. Receives and screens telephone calls and visitors. Receives incoming correspondence, and determines which items should be brought to the supervisor's attention, or forwarded to other staff for action. Maintains the activity calendar and schedules appointments, conferences, and meetings on own initiative based upon personal knowledge of the workload and current issues of importance. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailClericalManages 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 primarily sedentary. It requires sitting, walking, standing, bending, and carrying light items, such as books, papers, and files. Long periods of typing may be required, as well as working with frequent interruptions in a noisy and hectic office frequented numerous telephone calls and visitors. No special physical demands are placed on the incumbent. The works includes some walking, standing bending, typing on a computer and carrying light objects such as office supplies and stacks of program folders. 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 Tucson VA Medical Center 3601 South Sixth Avenue Tucson, AZ 85723 US
• Name: Maria Delgado
• Phone: (562) 826-8000 X14450
• Email: [email protected]