This position is located in the VA Capital Health Care Network (VISN 5), Huntington, WV VA Medical Center.

Duties

The incumbent assists the Chief of Community Care by relieving him/her of clerical and administrative support work such as: Receiving telephone calls and visitors, referring callers directly to the supervisor or redirecting them to more appropriate offices in other services of the medical center, or using own judgment and knowledge personally take care of questions and matters not requiring technical information. Incumbent will assist in implementing supervisor's intentions by explaining and/or reporting requirements to subordinates and suggesting recommendations. Arranges for timely submission of required information and follows up to ensure compliance with due dates. He or she will maintain a suspense file of any monthly suspense items due by the service to the Executive Office, VISN Headquarters or VACO Headquarters. Incumbent will receive all incoming service mail and then scans this mail then routes routine items directly to appropriate personnel. Prepares replies to general inquiries not requiring technical knowledge and relays instructions to subordinate offices, collecting data or otherwise acting on requests received concerning procedural or administrative requirements. Maintains the calendar of the Chief of Community Care. Sets up appointments for the Chief, arranging convenient times and informing him/her of pending appointments, meetings and other commitments. Reviews outgoing correspondence prepared by other staff in the Community Care for appropriate signatures and other formatting issues. Prepares replies to general inquiries not requiring a technical knowledge as directed by Chief and routes directly to appropriate offices. Maintains a high proficiency in taking and transcribing dictation (usually from audio recording) pertinent to letters, memorandums and reports of all types. Maintains, organizes and develops a filing system of documents including files, records, manuals, handbooks and other related materials, both electronically and on paper according to the Records Control Schedule. Acts as the TMS administrator for all Community Care employees. Quarterly performs TMS reports to ensure all employees are up-to-date on their annual training. Also serves as primary ADPAC and all that it entails including attending monthly ADPAC meetings. Acts as the PIV card sponsor/manager for all Community Care employees. Handles special projects as assigned by the Chief. These include review and updating of Community Care performance measures and goals, prepares performance requirements and documents justification for performance awards. Work Schedule: 0800-1630 Telework: Eligible, as determined by the organization Virtual: This is not a virtual position Position Description/PD#: Secretary (OA)/581-19007-O Relocation/Recruitment Incentives: 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, 1/19/2024. 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-05 position you must have served 52 weeks at the GS-04. 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. SPECIALIZED EXPERIENCE: Applicants must possess at least one (1) year of specialized experience that equipped them with the particular knowledge, skills, and abilities to perform successfully the duties of this position, and that is typically in or related to the work of this position. To be creditable, this experience must have been equivalent to at least the GS-4 level in the Federal service. Specialized experience includes: receiving visitors and telephone calls to the office; scheduling appointments; coordinating meetings and conferences; preparing correspondence, reports, memoranda, and other forms of written communication; preparing travel arrangements; and maintaining files. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE (Transcript Required): Successful completion of (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. OR COMBINING EDUCATION AND EXPERIENCE (Transcript Required): Combination of successfully completed post high school education and experience may be used to meet total qualification requirements. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. You will be rated on the following Competencies for this position: Customer Service/Clerical Decision Making Planning & Evaluation Technical Competence 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 majority of work is performed in an office setting, primarily while seated. The position requires some standing, ambulation, bending and carrying of items such as training manuals. In addition, there can be increased stress due to the intensity of a patient/customer complaint or concern. 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

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 Huntington VA Medical Center 1540 Spring Valley Drive Huntington, WV 25704 US
• Name: Jovonnie Bennett
• Phone: (202) 745-8000 X57545
• Email: [email protected]