This position is located in the Behavioral Health Service (BHS) located in Spokane, Washington and reports directly to the Chief, BHS Service. The primary purpose of this position is to assist the chief, BHS and subordinate staff by performing clerical and administrative support activities required to accomplish necessary tasks in support of the service mission.

Duties

The Secretary provides a wide range of administrative support for numerous clinical sections within the Behavioral Health Service (BHS), and serves as the support person for the Chief of BHS. Duties include but are not limited to the following: Screens telephone calls and visitors to the office, independently handling the majority of requests and referring other calls to the appropriate person as needed. Maintains calendars, schedules appointments and meetings, and manages deadlines. Primary timekeeper for BHS service line to include contract and fee basis staff. Orders office supplies using a government issued credit card through assigned fund control points, reconciles and audits orders. Prepares memos, consultations, letters, and reports, of a highly technical nature. Screens all incoming correspondence, policies, and directives for necessary action and time limitation; distributes to appropriate section or person; takes action on those items which can be independently handled by the incumbent. Arranges for staff meetings, and other meetings involving Behavioral Health Services. Assures that all necessary records/information are available to the appropriate personnel, prior to the meeting. Takes minutes and transcribes in a timely fashion. Maintains administrative records and filing systems such as personnel action data, fiscal material, proficiency/competency reports, license expiration dates, and training deadlines. Maintains the Focused Professional Practice Evaluation's (FPPE) and Ongoing Professional Practice Evaluation's (OPPE) binders and databases for evaluations on BHS practitioners. Responsible to in-process and out-process Behavioral Health Service employees to include completing PIV sponsorship, mail group management, maintaining phone rosters, submitting work orders for office keys, voicemail and computer related requests, and providing assistance with any other related onboarding information and access as needed. Enters work orders to Engineering Service and Information Resource Management (IRM). Prepares travel authorizations. Acts as a liaison between the supervisor and other services. Operates office equipment including word processing, database and spreadsheet software, telephone, fax, copier and printer. Utilizes the Electronic Health record to assist providers and staff in the day to day operations, including monitoring incoming referrals and consult management. Performs other duties as assigned. Work Schedule: Monday-Friday, 8:00am to 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Telework would be on an ad hoc basis only, determined by the needs of the service and supervisor approved. Virtual: This is not a virtual or remote position. Position Description/PD#: Secretary (Office Automation)/PD70610-0 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 within 30 days of the closing date of this announcement, 01/19/2024. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4, that equipped the applicant with the particular competencies needed to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Examples of specialized experience would typically include, but are not limited to: Screens telephone calls and visitors to the office; manages calendars and schedules appointments/meetings; prepares and/or reviews correspondence, reports, and memoranda; timekeeper for time and attendance; purchases supplies using government issued credit card; prepares travel arrangements; maintains records; operates wide range of office equipment to include computer (word processing, database, spreadsheet) phone, copier/printer, and fax machine. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 4 years above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. (Transcripts Required) OR, Combination: Applicants may also combine education and experience as described above to qualify at this level. You must have a combination of some (less than 1 year) specialized experience equivalent to the GS-4 grade level, and education beyond the first 60 semester hours (i.e., beyond the second year) to be creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. The combination of specialized experience and experience as described above must equal 100%.(Transcripts Required). Note, this is computed by first determining your total qualifying experience as a percentage of the experience required for the grade level; then determining your education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100% to qualify. You will be rated on the following Competencies for this position: Computer SkillsManages and Organizes InformationSelf-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 mostly sedentary. The work requires the ability to perform office administration duties and to collect and transport necessary light equipment for scheduled meetings and conferences. The work requires lifting of office environmental items such as boxes of paper, office supplies, and files; the use of a keyboard and computer to access data and perform word processing functions; and the ability to communicate clearly with staff and customers. Duties are performed at a workstation in an office. Work Environment: The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, counseling and patient areas, conference, and training rooms. The work area is adequately lighted, heated, and ventilated. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Mann-Grandstaff Department of Veterans Affairs Medical Center 4815 North Assembly Street Spokane, WA 99205 US
• Name: Jaimie Tappert
• Phone: (503) 220-8262 X31540
• Email: [email protected]