This position is located at the Hershel "Woody" Williams VA Medical Center, Chaplain Service Line, serving as the secretary, providing program support to Chaplain Service Line. The secretary is a direct report to the Chief, Chaplain Service, who is a direct report to the Associate Director for Patient Care Services. The position functions as Administrative Support within the Chaplain Service, which provides spiritual and emotional support to the Veterans, their families., and the staff.

Duties

Duties include but not limited to the following: Performs the administrative, secretarial, clerical and receptionist duties in the office of Chaplain Service with primary responsibility to the Chief, Chaplain Service. Receive veterans, visitors, staff, or volunteers who call or walk-in to the office for assistance. Provides supportive, confidential, and resourceful customer service. Serves as Timekeeper. Prepares purchase orders for office supplies, chapel and sacramental supplies, scriptures, devotional resources, multimedia resources, workbooks, classroom supplies, outreach, and other materials. Receives, sorts, and distributes incoming mail for the service. Receives incoming correspondence, screening materials for suspense dates. Schedules WC (VA Video Connect) encounters between chaplains and outpatient Veterans. Prepares and issues bulletins/orders of service for Special Services, Schedules outpatient clinical appointments. Complies with all mandatory training and reporting requirements for the outpatient scheduling process. Delegated as the Program Coordinator for programs uniquely supported by the Chaplain Service. Receives death alerts. Consults and referrals to the grief program from various data systems and patient/provider referrals. Generates mailings to bereaved families, including sympathy cards, invitations to memorial services, and grief support literature. Utilizes expert conference planner skills. Adaptation and problem solving for venues, procedures, supplies, and staffing resources. Planning duties, within budget and time constraints, Scheduling of conference rooms and speakers. Advertising; travel and vehicle arrangements. Scheduling of musicians, accompanists, military honors, and dignitaries. Publication of bulletins/agendas/itineraries. Room set-up and tear down; audio-visual; food and beverage; participant registration; ordering resources, etc. Perform other duties as assigned. Work Schedule: Monday - Friday 8am - 4:30pm Compressed/Flexible: Not Available Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD#24005-0 Financial Disclosure Report: Not required.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/05/2024. 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-05 position you must have served 52 weeks at the GS-04. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Receive incoming calls from patients, clients, staff, and others in need of information. Enter/post time and attendance for staff within the department. Perform office automation work on personal computer utilizing multiple programs to complete documentation. Utilize a range of office equipment (i.e., copier, scanner, telephone, etc.) Execute and prepare responses to routine correspondence and reports. Maintains files and reports. . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 post highr school education may be used to meet the total experience requirement at the GS-5 grade level. Education must be only more than the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. Transcripts Required. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages and Organizes Information 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 primarily sedentary, requiring some walking, standing, and carrying of documents or small items. 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 Huntington VA Medical Center 1540 Spring Valley Drive Huntington, WV 25704 US
• Name: Erika Dowell
• Phone: (216) 225-8132
• Email: [email protected]