This position is located is located Fayetteville VA Medical Center, Wilmington Health Care Center.in the Office of Patient Care Service. This position provides administrative and program support services to the Chief Nurses of Ambulatory Care. This position is the principal office clerical and administrative support position in the office, and those duties require knowledge of clerical and administrative procedures.

Duties

Public Contact Work Receives telephone calls and greets visitors to the office. Uses judgment and initiative to screen or refer as appropriate. Screens callers/visitors by ascertaining name, affiliation, and purpose of calVvisrr, and based upon subject matter, determines whether where matter should be referred. Obtains needed background information before referring calls to the appropriate person; and uses independent judgment in referring, initiating, inquiries and requests. Arranges for personal interviews and receives applicants reporting for interviews. Acts as liaison to other managers and staff for the Chief Nurses within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisors policies, directives, and instructions. Informs them of the supervisors views on current issues and programs. Clerical Duties Receives and processes all correspondence and documents transmitted through the Ch..t Nurses office for review, approval, and signature, establishing controls on certain items (to include performance appraisals, and awards). Provides cross coverage for the Secretary, to the Associate Director for Patient Care Services during her absence. ResponS1bkc! for reviewing all correspondence routed through the Chief Nurses Office to determine the specific service it is assigned to for appropriate response. Ensures correspondence conforms to regulations and special policies of the Medical Center, is in proper-format, contains correct grammar, and if applicable, that staff coordination has been completed. Returns inadequate transmissions to the sender; attaches previous correspondence and background information to incoming correspondence; selects material that requires the attention of superiors; determines the appropriate staff activity for action; forwards correspondence; uses tracking system; follows up to assure action is taken; enforces rigid timelines; and assures receipt of pertinent information. In the absence of the supervisor, assumes responsibility for ensuring requests for action or information from the Chief Nurses Office are made known to the responsible personnel in order to satisfy the request. Monitors resulting activities for the purpose of briefing the supervisor, and decides whether matters should be brought to the supervisors attention. Serves as liaison between the management staff and supervisor by providing accurate, timely information and advice on procedures, reports, requirements, and other matters necessary to implement policies, directives, and instructions for the VAMC. Reviews communications and develops standard paragraph and form letters. Develops internal routing and flow patterns for communications through the Chief Nurses office to and from subordinate offices. If the communication has not followed appropriate chain of command for review, reroutes for appropriate review. Takes notes and transcribes personal and telephone conversations. Assumes full responsibility for clerical functioning all committees/boards/meetings of which the Chief Nurses is the chair. Records, transcribes, and edits the minutes of various meetings (staff meetings, boards and councils); prepares the minutes. Initiates personnel actions such as Board Actions, recruitment, appointments, promotions, special advancements, transfers and separations, for personnel aligned to the supervisors office. Maintains competency folders and trainings and ensures appraisals, standards, etc., are done on a timely basis for the supervisors subordinate staff. Maintaining Appointments, Calendars, & Schedules Exercises control over supervisors appointments with complete authority for commitments of time; establishing priorities at own discretion; setting up, rearranging, and when necessary, coordinating staff meetings. Arranges for meeting space, speaker, and support arrangements for large conferences. Makes appointments for the supervisor; cancels and accepts, checks requirements for engagements ADP Coordinator Responsible for granting, reviewing and revoking access. Sponsors employees for identification cards and appropriate access badges. Functions as the ADP Coordinator for the service, which includes troubleshooting PC, telephone, and fax problems, and submits work orders as appropriate, for problems that employees cannot resolve. follows up with services, making sure the repairs are done in a prompt manner. Work Schedule: Monday- Friday, 8:00 AM- 4:30 PM Position Description Title/PD#: Program Support Asst (OA)/PD08075A Physical Requirements: The work is basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; answering telephones, referring visitors, and providing information. 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. 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.

Education

There is no education substitute for this position.

Contacts

• Address Fayetteville NC VA Medical Center 2300 Ramsey Street Fayetteville, NC 28301 US
• Name: Terressa Davis-Thomas
• Phone: 910-847-4348
• Email: [email protected]