As a Supervisory Secretary for the Office of the Chief of Medicine at the Orlando VA Medical Center providing secretarial, clerical and administrative support to clinical leadership and Administrative Officer utilizing supervisory administrative and technical skills, and positive communication skills with internal and external customers.

Duties

Major Duties include but, not limited to: Responsible for the supervision, tracking, planning, and training of administrative support FTE (Administrative Support Assistants, Secretaries, Program Support Assistants) assigned to the Office of the Chief of Medicine that provide direct support to the sections within the Medicine Service. Responsible for the evaluation of work performance of subordinates, adjusts priorities; giving advice or instruction to employees on work and administrative manners. Maintain and effectively supports Medicine Service assigned application software package(s). Create VISTA accounts, assists with electronic signature code, ensures user agreements are signed, and assigns appropriate menus, security keys, user classes, person classes, consult Supervisory Secretary, services membership, request network accounts and membership into group networks. Assist service personnel with password maintenance and resets in the network, VISTA and/or other service related packages. Enters help desk requests for problems that cannot be resolved at ADPAC service level. Coordinate and manage network folders for Medicine Service personnel, placement of hardware ensuring necessary furniture and electrical power are in place. Work in conjunction with Administrative Officer and PACs manager, to anticipate and plan for future computer and technology needs of the service. Serve as a subject matter expert in all things related to clinical administrative support that include but are not limited to: monitoring of physician boarding, FPPE/OPPE tracking/submissions, monitoring of competency files, monitoring and updating expiration of privileges, licensures and certifications specific to provider, and timekeeping. Serve as the liaison to schedule meetings, obtain conference rooms, arrange for, monitor, and secure equipment, teleconference lines, videoconference equipment, services, and products and copies as needed. Complete equipment turn in/request documentation for the service, enters electronic work orders and/or 2237s. Maintain the procurement/purchasing records and reports. Coordinate travel, makes travel arrangements, prepares travel estimates and maintains records of travel cost of staff members and other budget items. Incumbent will provide support to service in staff onboarding to include required documentation (Compensation Panel and Boarding Packets) and memorandums and indicated. Acts as a TMS administrator for the Medicine Service; develops procedures for training and trains personnel in applicable computer applications for their service. Create and design training materials/aids (PowerPoint, Word, OneNote, Graphs, Charts, Visio Charts) to assist management for administrative support training. Obtain and monitors the use of services, supplies, and equipment. Prepares resource status reports for the Administrative Officer and Medicine Service Chief. Procures, authorizes, controls, and justifies a variety of general support services such as office supply stock levels and office equipment. Performs other related duties as assigned. Work Schedule: 7:30am-4:00pm Monday through Friday 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. Position Description/PD#: Supervisory Secretary (Medicine Service)/PD675-07154-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required May be required to serve a Supervisory 1-year probation.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2024. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1. Effectively express information to multiple audiences through clear, convincing oral and written communications 2. Organize work to meet deadlines by setting priorities and determines resources need to accomplish goals. 3. Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. 4. Filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. 5. Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. PREFERRED EXPERIENCE: At least 1 year of Supervisory/Leadership Experience ADPAC experience (i.e., EPAS, JIT, menus, and keys knowledge) Procurement experience (VA SEPG, EER & CPRC) Employee training experience (i.e., Training Management System (TMS) Administrator, etc.) FPPE/OPPE management You will be rated on the following Competencies for this position: ClericalCommunicationsCustomer Service (Clerical/Technical)Planning and EvaluatingProblem Solving 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 both sedentary and active, requiring walking through out the medical center. Duties may require lifting (30-45 lbs), carting and carrying medical equipment and relocating equipment between patient care areas throughout the medical center. Medicine Service has clinics throughout the outpatient clinic floors as well as throughout the inpatient hospital tower and diagnostic and testing sections. Asking assistance from other specialists to help with lifting is encouraged. There may be limited crawling under desks and behind areas to gain access to equipment as well as sifting through other large surgical and medical equipment to locate devices for inventory. Position may also assist with locating and scanning of equipment, often times missing or difficult to find. Incumbent may be responsible for assisting with locating, scanning, and inventorying EILs for our 16 sections throughout the year which would involve standing and walking throughout the medical center for 3-4 hours at a time. Each EIL may contain 50-250 items which would need to be located and accounted for. This may include going into Veteran rooms to account for equipment currently in use by them which may include dressing out to enter sterile areas (operating room, heart catheterization lab) or donning PPE to enter veteran rooms who are on isolation (gown, gloves, mask for contact or droplet isolation) if accounting for equipment is time-sensitive and EIL is due to be closed out. 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 Orlando VA Medical Center 13800 Veterans Way Orlando, FL 32827 US
• Name: Rebecca Bretzer
• Phone: 407-319-3059
• Email: [email protected]