This position is located in the VAMC North Chicago, IL. providing secretarial, administrative, and program support to the Leader, Operative and Invasive Product Line and other subordinate staff in the Surgical Service as needed. The incumbent has overall coordination responsibilities for the administrative, clerical, and general office work in the Service.

Duties

Major Duties: Public Contact Work Receives calls, greets visitors, and directs to staff members only those contacts needing their attention or action. Takes care of routine inquiries. Inquiries on programs or operations beyond the level of assignment are referred to appropriate personnel. Mail, Correspondence, and Reports Composes routine correspondence on subjects as outlined in regulations and procedures or specifically requested by the manager and/or key staff members. Performs the following duties on all correspondence before it is dispatched: proofreads and edits correspondence; reviews correspondence for accuracy, completeness, and format; and independently makes appropriate corrections. Receives and reviews mail for the office. Determines which items should be brought to the attention of supervisors as opposed to those that should be sent directly to other appropriate personnel for action. Reviews outgoing mail for attachments, dates, signatures, and complete addresses. Maintains suspense records on all correspondence and action documents and independently follows up on issues such as controlled correspondence, Medical Center policies and letters to patients or external companies to ensure a timely reply or action. Maintaining Appointments, Calendars, & Schedules, and Travel Ensures the office is covered from 7:30 am to 4:00 pm to receive visitors, guests and patients. Maintains office calendar for the Clinical Director, Surgical Service and other personnel in the office and schedules appointments based upon knowledge of their interests and commitments. Prepares travel requests and all associated actions correctly for the Service. Office Supplies, Equipment, and General Administrations Obtain and monitor the use of services, supplies, and/or equipment of the office. Justifies and obtains replacements for outdated equipment. Serves as a work order and key clerk for the Service maintaining logs of requests; tracks these requests to assure that all work orders are completed. Performs periodic inventories of files and documents within the office. Processes all WOC students/residents including copying completed tests and placing in their WOC folders. Responsible for service level personnel administration including: maintaining active employee list, current folder of staff personal contacts, and maintaining personnel records as outlined in hospital and service policy and educational training activities. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD03746O Relocation/Recruitment Incentives: 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, 03/27/2024. United States Citizenship English. Must be proficient in spoken and written English. 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-6 position you must have served 52 weeks at the GS-5. 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. 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 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: GS-06: Grade Requirements: Do you have one full year of specialized experience equivalent to at least the next lower grade (GS-05) that equipped you with the knowledge, skills and abilities to perform successfully the duties of the position? Examples of Specialized experience are: tracking, updating, maintaining files and records; clerical and administrative skills such as grammar, punctuation, spelling, correspondence formats, and records management; skill in using computer applications for functions such as word processing, spread sheets and database management; skill in time management, multi-tasking and organization; and communication and interpersonal relation skills sufficient to appropriately and courteously relate to internal and external customers both verbally and in writing. Examples of qualifying specialized experience would typically include but are not limited to: Assuring timeliness and accuracy of reports, scheduling meetings and appointments, maintaining correspondence of events, preparing and distrusting minutes, performing data entry regularly, maintaining timecards and securing supporting documentation.. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Successful completion of Graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: CommunicationsComputer 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 places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items such as paper and books. 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 Captain James A Lovell Federal Health Care Center 3001 Green Bay Road North Chicago, IL 60064 US
• Name: Ralph Abueg
• Phone: 858 552 8585 X72611
• Email: [email protected]