This position is in the Engineering Service Line located at the Columbia VA Health Care System, Columbia, SC. The primary purpose of this position is administrative and program support for all internal and external Engineering Service-related activities and customers and supports Engineering in meeting the Medical Center's mission. The incumbent is under the supervision of the Chief of Engineering Service.

Duties

Major duties include, but are not limited to the following: Independently maintain schedule and calendars for the Chief and Assistance Chief of the Engineering Service, according to priority, programs, and time. Schedule meetings for Engineering leaders; prepares agendas, take attendance, and take minutes at staff meetings and/or as directed. Independently track open tasks from meetings, to ensure necessary action was taken from appropriate personnel and reports to the Service Chief. Prepare travel documents for local and regional meetings, and conferences for leaders and staff. Prepare all necessary documents required by the hiring manager/s in preparation for conducting interviews. Assist Engineering leadership by, screening of all phone calls routed through the administrative office and acting as the liaison with all internal and external staff, monitoring and prioritizing messages. Route higher priority concerns to the appropriate supervisor/section, and/or Chief, when immediate escalation, attention, and action are necessary. Prepare official correspondence, utilizing appropriate VHA guidelines, format, and appropriate grammar, addressing the Union, Employee/Labor Relations, and Executive Leadership, routing for all required signatures. Serve as primary timekeeper for all Engineering Service employees, for 24/7 operations in 16 Time and Leave groups, in the appropriate timekeeping system; must keep up with all work schedules for all employees and enter daily tours accurately, as well as charge for leave used or for additional hours worked that have been approved by the appropriate supervisor. Serve as the Service Training Administrator and advises staff of mandatory training requirements, as well as monitors, and reports progress of completion, to the Service Chief. Serve as the Primary Sponsor for the Service, regarding the government issued identification badge process, by obtaining and entering confidential information into a secure government portal, for employees to be able to do their duties regarding door and computer access; mandatory training, enter Human Resource and Finance tickets and government email. Monitor the Engineering equipment list for equipment upcoming of its life cycle expectancy, informing the correct supervisor 1 year prior of the date, so appropriate action can be taken to procure replacement equipment timely. Utilize and maintain knowledge of multiple computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook. Maintain Engineering Labor Mapping for all employee workloads and ensures labor mapping is coded correctly for each employee. Maintain fund control point balances and spending of high dollar amount purchases and reports out during the monthly engineering leadership meeting. Ensure all invoices receive certification action within a timeframe so late fees are not incurred. Perform other related duties as assigned. Work Schedule: Monday through Friday, 8:00am - 4:30pm Compressed/Flexible: Not available Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD11257-0 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, 03/19/2024. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge and understanding of equipment, technology and/or software such as MS Excel (intermediate level), PowerPoint, Word and other software that is necessary to produce high quality and creative products required by the office; thorough knowledge and understanding of functions and programs throughout the medical center; basic administrative concepts, principles and practices; maintenance of service calendars, staff meeting agendas, and minutes. Typing Requirement: This position requires a typing speed proficiency of 40 words per minute. You will be rated on the following Competencies for this position: ClericalConflict ManagementCustomer ServiceFlexibilityManages 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 sedentary. The incumbent sits for long periods of time. Some walking, standing, bending, squatting, and reaching is required. Lifting usually involves light lifting of papers, books, and equipment, but does occasionally require lifting of 30-pound boxes that can be transported with a cart. Walking is sometimes required from the administrative building to various other buildings on campus. 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


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 Columbia VA Health Care System 6439 Garners Ferry Road Columbia, SC 29209 US
• Name: Christen Watson
• Phone: 404-694-2114
• Email: [email protected]