Incumbent performs secretarial and administrative duties in support of the Chief and Assistant Chief, Health Administration Service and the subordinate staff at the James A. Haley Veterans' Hospital, Outpatient Clinics, and Community Based Outpatient Clinics, which include over 600 employees. The incumbent accepts and supports the mission, vision and guiding principles of this medical center.

Duties

Duties include, but are not limited to the following: Coordinates work to support the internal and external customers of the service. Attends, records and takes notes at meetings and conferences. Gathers and organizes appropriate records and documents for each meeting. Composes minutes in required format, assembles and manages extensive supporting documentation as required by accrediting agencies, and assures proper arrangement, grammatical accuracy, and spelling. Prepares agendas, reviews minutes of previous meetings for open items and obtains input from members to ensure closure and assures all appropriate items are included. Maintains policy manuals, bulletins and regulations appropriate for the facility. Coordination preparation of annual employee Performance Evaluation forms and informs supervisors of performance evaluation schedules. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the service, its functions, and standard operating procedures, as well as similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Maintains the Chief's and Assistant Chief's calendar and schedules appointments and meetings. Handles any conflict in the scheduling of appointments, coordinates call schedules, adjust meetings and schedules when emergencies occur. Assembles background material and keeps the Chief fully briefed on matters to be considered before a scheduled meeting. Maintains suspense logs and coordinate on all action-required items and follows up to assure completion of requests. Timekeeping for four T&Ls consisting of 28 employees, for the office of the Chief to include supervisors, Performance Improvement Section, Administrative Officers of the Day and Assistant Administrative Officers of the Day. Work schedule: Monday through Friday, 8:00AM to 4:30PM Compressed/Flexible Schedule: Not available Telework: Ad-hoc Position Description Title/PD#: Secretary (OA)/PD047870 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, 02/16/2024. 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-6 position you must have served 52 weeks at the GS-5. 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. 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 education and/or experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinate work to support the internal and external customers of the service. Attend, record and take notes at meeting and conferences. Gather and organize appropriate records and documents for each meeting. Compose minutes in required format, assemble and manage extensive supporting documentation as required by accrediting agencies, and assure proper arrangement, grammatical accuracy, and spelling. Prepare agendas, review minutes of previous meetings for open items and obtain input from members to ensure closure and assure all appropriate items are included. Maintain the Chief's and Assistant Chief's calendar and schedule appointments and meetings. Handle any conflict in the scheduling of appointments, coordinate call schedules, adjust meetings and schedules when emergencies occur. Assemble background material and keeps the Chief fully briefed on matters to be considered before a scheduled meeting. Maintain suspense logs and coordinate on all action-required items and follows up to assure completion of requests. Timekeeping for four T&Ls consisting of 28 employees, for the office of the Chief to include supervisors, Performance Improvement Section, Administrative Officers of the Day and Assistant Administrative Officers of the Day. Applicants who have the 1 year of appropriate specialized experience are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You will be rated on the following Competencies for this position: AdaptabilityCustomer ServiceInterpersonal 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. 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/. Physical Requirements: Workload is varied and requires some extended periods of standing, reaching, bending, stretching, walking and carrying light loads of supplies and light items such as papers, books, or small parts; or driving an automobile. Eyestrain is not uncommon since a great deal of time is spent inputting data into a computer. Involves extensive use of the computer/keyboard.

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 James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Juliane Merendo
• Phone: (602) 637-2575
• Email: [email protected]