The Secretary-Office Automation position serves in Health Information Management Service, Salem VA Health Care System, Mid-Atlantic Health Care Network - VISN 6, Veterans' Health Administration, Department of Veterans Affairs, Salem, VA.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties include, but may not be limited to: Office Management: Receives visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff, or personally provides the desired information involving routine or procedural matters. Takes requests for appointments with supervisor, checks availability and confirms appointment. Reschedules appointments upon request of supervisor or key staff member. Responds to routine and non-technical requests for information, such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files. Reviews correspondence prepared for the supervisor by his/her subordinate staff checking for spelling, typographical errors, conformance to formats and procedural requirements. Schedules appointments/meetings and plans for time, participants, and location of meetings in accordance with instructions from the supervisor. Makes necessary arrangements for travel, arranging schedules of visits, making reservations, notifying organizations and officials to be visited, and submitting travel requests, vouchers, and reports for Chief and supervisors, as indicated. Transcription: Attends meetings to take minutes for HIM meetings. Prepares and distributes minutes of staff and other related HIM meetings. Serves as Recording Secretary for the Medical Records Committee meetings held monthly. Performs as backup for Transcription Coordinator duties when he/she is out of the office; including assigning dictation numbers to incoming physicians/residents and making sure all View Alerts are assigned. Personnel Processing: Serves as timekeeper for HIM, ensuring accurate recording of overtime, leave, authorized absence, and other related matters. Posts and maintains assigned Fund Control Point records, bringing discrepancies to the attention of the Chief, or designee, and notifies the need for additional funding. Prepares personnel actions utilizing HR Smart Manager Self Service for tuition reimbursement, training requests, and related documentation as indicated or requested for submission. Enters training into TMS for HIM employees. Work Schedule: Monday - Friday; 7:45AM - 4:30PM Recruitment & Relocation Incentives: Not authorize Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Financial Disclosure Report: Not Required

Requirements

Qualifications

This position includes a Selective Placement Factor (skill, knowledge, ability, or other worker characteristic basic to - and essential for - satisfactory performance of the job). Selective Placement Factors are a prerequisite to appointment and represent minimum requirements for a position. Applicants who do not meet it are ineligible for further consideration. The Selective Placement Factor for this position is: "Having the experience and skills to perform and prioritize administrative and clerical duties (i.e., such as taking visitors and calls to the office; typing, preparing, and reviewing outgoing correspondence, maintaining office calendar, taking minutes, reports, etc.)." Must be outlined in your resume. and TYPING PROFICIENCY REQUIREMENT - In addition to meeting experience or education requirements, applicants must be able to type a minimum of forty (40) words per minute and have knowledge of office automation equipment and software. and SPECIALIZED EXPERIENCE: GS-5: One (1) year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable for the GS-05 the experience must have been equivalent to the GS-04 in Federal service. Examples of experience includes; maintaining the office calendar, composing and editing correspondence, taking meeting minutes; receiving visitors and responding to telephone calls, using a personal computer and software, generating reports and prioritizing work to meet deadlines; understands various office automation software programs, tools, techniques to support office procedures and produce a variety of documents such as letters, reports, spreadsheets; maintaining the office calendar, composing and editing correspondence, taking meeting minutes; receiving visitors and responding to telephone calls, using a personal computer and software, generating reports and prioritizing work to meet deadlines. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: GS-5: having four (4) years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university. (TRANSCRIPTS REQUIRED) OR COMBINATION OF EDUCATION AND EXPERIENCE: GS-5: Equivalent combinations of successfully completed post high school education and experience may be used to meet total experience requirement at the GS-05 level. Only education in excess of the first sixty (60) semester hours is creditable toward meeting the specialized experience requirement. For example: Six (6) months of specialized experience and two (2) years of successfully completed education above the high school level would meet this requirement. (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies as part of the assessment questionnaire for this position: ClericalCommunicationsComputer SkillsManages and Organizes Information IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work requires no special physical demands. It may involve some walking, standing, bending, or carrying light 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

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov).

Contacts

• Address Salem VA Medical Center 1970 Roanoke Boulevard Salem, VA 24153 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]