The incumbent serves as a Secretary Assistant to the Service Chief providing program administration, clerical needs, and coordination of administrative need for Service Personnel. The Secretary has responsibility for Pulmonary, Critical Care, Sleep Service and Respiratory Services administrative programs.

Duties

The incumbent oversees the clerical / administrative needs for the service, which has training, patient care, and research programs, all of which require coordination and oversight by the Chief, Pulmonary, Critical Care, sleep Services and Respiratory. Other duties include, but are not limited to: Receives all visitors and telephone calls to the Chief or other Pulmonary Critical Care and Sleep personnel. Ascertains nature of call or business of visitors and determines and initiates appropriate action. Personally handles many requests for information and resolves or assists in resolving a variety of situations including complaints made by patients and their families. Keeps the Chief's and the departmental calendar and schedules appointments and meetings on own initiative based on personal knowledge of the workload and current issues of importance. Reminds supervisors of appointments, briefing them on the matters to be considered before the scheduled meetings and rescheduling, when necessary. Screens all correspondence for Chief of Service. Replies to mail not requiring Service Chief's attention; routes matters requiring action to appropriate section supervisors and follows up to ensure action is complete. Takes and transcribes dictation from the Chief. Composes routine non-technical correspondence upon verbal directive from the Service Chief. Receives and reviews all incoming correspondence, publications, regulations and directives, determining proper action and at times preparing response before referring to the Chief. When necessary, uses initiative to obtain clarification of instructions from originating offices or appropriate focal points. Maintains records control on incoming correspondence and action documents and follows up on work in process to ensure timely reply or action. Composes replies on own initiative. Maintains suspense file for the Pulmonary Critical Care and Sleep Service. Reviews documents prepared for signature of or requiring coordination by the Chief and materials to be submitted for publication for conference with regulations, grammar, format, attachments and special policies of the service. Advises writer of inadequacies and potential improvements. Maintains appropriate stock of administrative supplies for Pulmonary Critical Care and Sleep Service. Incumbent receives supply requests from Pulmonary Critical Care and Sleep Service sections and follows the guidelines from Logistics to submit these order requests. Takes, transcribes and distributes minutes of the Pulmonary Critical Care and Sleep Service Staff Meetings and initiates follow-up actions as required. Work Schedule: Monday-Friday, 8:00AM - 4:30PM (Eastern Standard Time) Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD503730 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/15/2024. 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: ADPAC, PIV Sponsor, Gov-TA , and Office Automation understanding and experience. Effectively expressing information to multiple audiences through clear, convincing oral and written communications; demonstrates logical thinking when describing facts and concepts, and shapes communications to meet the needs of a specific audience; actively listens to others and demonstrates understanding of their comments and/or questions. Uses computers, software applications, databases, and automated systems to accomplish work. Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed of four (4) years of education above the high school level in any field from an accredited business or technical school, junior college, college, or university. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. 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 sitting, standing, walking, bending, and carrying light objects. The position demands period of intense concentration and the ability to maintain control in difficult situations. Work Environment: The work is performed in a typical office setting. Preferred experience: 1 year of ADPAC, PIV Sponsor, Gov-TA , and Office Automation understanding and experience. Proficiency Requirement: In addition to meeting experience requirements, applicants for this position must show possession of the following skill. Applicant may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificate. Please note, the agency may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Must be able to type 40 words per minute or more. 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 Memphis VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104 US
• Name: Sarah Johnson
• Phone: (228) 348-4414
• Email: [email protected]