The John D Dingell VA is recruiting for a Secretary. Will serve as the Secretary in Medicine Service and assist the ACOS and Administrative Officer in the major areas of, but not limited to, the Medicine Service statistical reporting system and editorial correspondence of the ACOS.

Duties

Office Program Planning Work - 25% Plans and manages the Medicine Service schedule and day-to-day activities. Advises of important office issues arising and brings significant items in reports, files, and correspondence to the AOs attention. Assumes responsibility for ensuring that requests for action or information are made known to the responsible staff. Gives advice and instructions to subordinate offices to obtain a higher degree of compliance with policies and regulations. Establishes controls and suspense dates for self and subordinate services and follows up on dates to ensure that required actions and responses are made within deadlines. Reviews documents prepared by other departments and exercises responsibility for identifying specific issues, problems, and concerns. Coordinates the periodic review of Memorandums and has total responsibility for support on a wide range of highly sensitive issues. Schedules appointments, meetings, and conferences, ensuring that the supervisor is kept fully briefed before the scheduled event. Determines which staff should attend meetings or represent the organization at conferences. Coordinates with appropriate staff member(s) on attendance or timely input for meetings. Researches and gathers data for use in meetings/appointments as needed. Assesses impediments to progress and independently identifies and implements solutions. Attends meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments. Arranges meeting space, speakers, and support. Serves as back up timekeeper. Serves as the backup Records Liaison. Posts to SharePoint monthly stress/on call schedules for providers and Medicine staff. Liaison, Communication - 20% Acts as a liaison or handles the communication with persons and/or groups within and outside of the organization or office. Provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the agency's policies, directives, and instructions. Serves as conduit for information and guidance in referring technical and/or advanced problem areas to the supervisor. Keeps supervisor and department leaders up to date on administrative requirements and changes. Performs routine office duties, including responding to and referring telephone calls and visitors, and sorting and disseminating incoming mail and email. Mail, Correspondence, and Reports - 20% Prepares, assists, or coordinates the release, control, and distribution of correspondence, reports, recruitment materials, and other information. Uses word processing software to create or modify written documents. Composes and prepares timely replies to internal and external communications, ensuring procedural and grammatical accuracy and completeness. Independently drafts newsletters, minutes, agendas, policies, presentations, memoranda, announcements, reports, and emails. Records and transcribes notes of committees and other special meetings, composing final form correspondence from notes. Coordinates the submittal of information from subordinate offices, reviews reports or outgoing correspondence for proper attachments, and monitors deadlines. Provides advice on appropriate arrangement and monitors accomplishment of final documents to ensure proper format, spelling, grammar, and sentence structure. Determines the need for, establishes, and maintains tracking and control systems. Ensures document completion within established timeframes. Establishes and maintains correspondence files and directives. Ensures proper disposal and/or archiving of records. Data Collection and Research Support - 20% Utilizes a variety of software types to develop, enter, revise, sort, calculate, and retrieve information to create recurring or specialized reports. Collects, consolidates, and analyzes data for various Medicine Service projects and committees. Gathers and prepares material for use in reports, minutes, presentations, and speeches. Establishes protocols for incoming data, organizes computerized data sets, retrieves computerized data, and performs a basic analysis of the data prior to generating the document. Office Supplies and Equipment - 15% Provides general office support services such as obtaining office equipment, supplies and services, or answering questions concerning policies and procedures related to office services. Ascertains office needs and coordinates the ordering of supplies, equipment, and services to meet the need. Subsequently, controls the supplies, equipment and services using standard procedures. Performs other duties as assigned. Work Schedule: 8:00am-4:30pm, Monday-Friday Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD059030 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, 02/08/2024. 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 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: Experience with clerical and administrative procedures, and various office skills; Carrying out day-to-day administrative support activities; Skill in the use of a variety of computer software programs such as Microsoft Word, Excel, Power Point and other software applications; Preparing correspondence, reports, and memorandums; Maintaining calendars to include coordinating and scheduling meetings and conference rooms. Special Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must show possession of the following skill and it must be clearly documented on your resume: 40 words per minute typing speed. You will be rated on the following Competencies for this position: Clerical Manages and Organizes Information Communication Computer Skills 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 essentially desk oriented in an executive office setting. Work is primarily sedentary; however, some walking, standing, bending, and carrying of light objects (such as papers, books, office supplies) is required. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address John D Dingell Department of Veterans Affairs Medical Center 4646 John R Street Detroit, MI 48201 US
• Name: Karissa Steffey
• Phone: 269-425-0208
• Email: [email protected]