The primary function of this position is to serve as the Secretary to the Chief, Facility Management Service, VA Medical Center San Juan, Puerto Rico.

Duties

Duties include, but is not limited to: Responsible for taking care of all professional work which must be performed in order to fulfill the administrative functions of the office. In this capacity she/he assists the Chief, FMS by serving as liaison with his staff of professional and non-professional personnel. Takes and transcribes dictation when required by the Chief, FMS. Takes and transcribes dictation of Facility Management Service meetings (translating from Spanish to English), training sessions, inspection reports, briefing, conference calls as required by the Chief, Facility Management Service. Follows up on assignments of the meetings to verify that they are completed. Maintains a record of recurring and non-recurring reports of Facility Management Service. Makes necessary contacts and follow up for the timely submission of reports and route them though the proper channels in time to meet deadlines. Ensures that all responsible officials provide the necessary data for inclusion in these reports. Provides Service Chief, with review of issues, advises and make recommendations concerning all administrative aspects of service utilizing sound judgment, principles and techniques. Coordinates all travel arrangements for the Chief, Facility Management Service and completes all required pre and post travel documents and provides timely and appropriate follow up. Facility Management Service, as a support service, requires coordination with other services to ensure efficient and accurate output of services in relation to patient care. Maintain confidentiality of all matters pertaining to disciplinary actions, controlled correspondence, Board of Investigations, etc. Incumbent is to maintain and update general files, project files, contracts files for the Chief, Facility Management Service. Maintains the general service files in accordance with MP-1 and the personnel files in accordance with MP-5. Assumes responsibility for the retirement and disposal of record and non record material and the use of proper filing on disposal methods. Received telephone calls and visitors from the general public, National Headquarters, VISN and Medical Center employees. Makes necessary contacts with other Service Chiefs in the Medical Center, in the locality and occasionally outside of Puerto Rico as directed by the Chief, Facility Management Service. Have knowledge on policies, procedures and directives from Facility Management Service. Receives and reads incoming correspondence, reports, regulations, etc. and determines the distribution and priority of those items which she can handle herself and forward the rest to the Program Management Officer, Chief FMS or other members of the staff, together with necessary background material. Review publications for information dealing with the Service and ensure all employees have knowledge of matters affecting them by informing them personally or by posting the notices on the Bulletin Board in the Service. Ensure pertinent information is circulated within the Service. Serves ad focal point of systems to track office assignments to ensure timely reply or actions, and to ensure that deadlines are met within established agency guidelines. Acts as central resource person for implementing and maintaining office control systems, such as those for the location, arrangement, access to and use of office files and for maintenance, transfer and disposition of records. Assists FMS staff on matters such as the correct procedures to follow in preparing correspondence and on administrative procedures. Provide support on employee grievances and complaints by preparing responses and scheduling meetings with Union and Labor Representatives. Provide support with FMS recruitment process by preparing Job Analysis forms and memos, scheduling interviews for candidates, and participating in some interviews as a panel member. Assist with ePerformance documentation, rater's follow-up and awards processing. Work Schedule: Monday- Friday; 8am- 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. Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD672-11920-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 02/06/2024. 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-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. Language Proficiency: (1) Must be proficient in spoken and written English. (2) Must be proficient in spoken Spanish. This position requires a typing requirement of 40 words per minute. 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: performing clerical/administrative duties in an office environment; answering and directing phone calls; receiving visitors; preparing correspondence; maintaining files/records; and using a computer to perform a variety of support tasks; scheduling and managing a calendar of appointments. At this grade level, applicants should have good verbal and written communication skills and the ability to perform assignments independently with minimal oversight. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsCustomer Service (Clerical/Technical)Planning and EvaluatingWriting 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. The work requires sitting, walking, standing, bending and carrying light items such as books, binders, papers, dictaphone and files. When required, the incumbent moves to conference rooms. 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.


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 San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Miguel Viera-Rodriguez
• Phone: 787-641-7582
• Email: [email protected]