This position in the Veterans Administration Medical Center, Beckley, West Virginia. The incumbent serves as the secretary for the Facilities Management Service Line Chief with the responsibility of providing or obtaining a variety of administrative support services essential to the operation of the service line.

Duties

Duties of the Secretary (OA) include and are not limited to: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents and reviews and finalizes documents prepared by others which may include technical terminology. Tracks, attends and records service line meetings to develop and submit minutes for each. Consolidates and finalizes information for various reports in accordance with established procedures. Returns incorrect material prepared by others with revisions marked. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Responsible for coordinating the work of the office with other offices and organizations, recognizing what coordination procedures are required for different circumstances. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office, utilizes two-way radio to locate staff members or relay messages, answers substantive nontechnical requests to provide information, which can be provided based on information from records and files or personal knowledge of the organization. Locates and selects appropriate references and procedures for application to specific questions. Maintains supervisor's calendar, coordinates meeting arrangements, and schedules meetings and conferences. Schedules appointments and meetings without prior approval in accordance with supervisor's policies and priorities, and coordinates with the supervisor as necessary. Prepares agenda for upcoming meeting based upon previous minutes and topics not finalized. Independently notes and follows up on commitments made at meetings and conferences by staff members. Establishes, updates, and maintains office procedures and records of various types that may be needed or will assist in the efficient operation of the office. Serves as liaison between supervisor and various units. Provides advice and guidance to organization's staff on administrative, clerical, and procedural requirements and instructions, and assists in solving problems to which existing guidelines can be applied. Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative, clerical, and procedural work. Updates suspense files for unclassified document control as required. Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures. Uses a variety of software to create, format, modify, edit, and print letters, reports, memos, and other textual documents. Uses advanced functions to generate tables of contents, import graphs or databases, create glossaries, and align multiple columns. Carries out familiar assignments in accordance with previous instructions, standard procedures for creating documents or entering or retrieving data, and established use of software packages. Recognizes differences in existing procedures and applications and makes choices from among established alternatives. The official timekeeper of the Maintenance and Operations Team, Biomedical Engineering Team, Sanitation and Linen Team, Projects Team and the business office. Provides guidance concerning timekeeping regulations to alternate timekeepers, supervisors and staff. Maintains subsidiary records for timekeeping to verify balances of annual leave and sick leave, LWOP totals annually, leave sharing forms, and family friendly leave act balances. Updates personnel data as needed, entering personnel actions electronically in MSS database and routing for approval to Service Line Chief. All other duties as assigned and outlined in Position Description. Work Schedule: Monday through Friday, 8:00 AM to 4:30 PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD190060 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Physical Requirements: The work is sedentary. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers and books. No special physical demands are required to perform the work.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/20/2024. You may qualify based on your experience and/or education as described below: Experience and/or Education: All applicants must meet one of the following: Experience: I have at least (1) year of specialized experience equivalent to the next lower grade level (GS-4). Examples of specialized experience include: Receive telephone calls, greets visitors, and ascertains the nature of the calls or visits and refers telephone calls and visitors to appropriate staff or office; Operate standard office equipment, such as computers, copiers, fax machines, printers, scanners and office automation systems, to perform a substantial range of office automation support; Proofread and edit correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format; Utilizes Microsoft Office, Excel, Word, Outlook and Power point to complete tasks; Maintain calendars, coordinates meeting arrangements, and schedules meetings and conferences. Or, Education: Applicants may substitute education for specialized experience. Diploma and/or transcripts must be upload with the application for appropriate consideration. 4 years above high school Or, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours (beyond the second year). To calculate, first identify the percentage of required education you have earned. Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent. One year of full-time academic study is defined as 30 semester hours or 45 quarter hours. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCustomer Service (Clerical/Technical)Writing 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/.

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 Beckley VA Medical Center 200 Veterans Avenue Beckley, WV 25801 US
• Name: Tianna Miller
• Email: [email protected]