The Secretary (OA) for Primary Care Service in the Phoenix VA functions as the secretary that directly reports to ACOS. They are responsible for assisting the ACOS and the Administrative Officer (AO) in the coordination of day-to-day operations to support the delivery of clinical and food service operations within the Phoenix VA Health Care System and its Community Based Outpatient Clinics.

Duties

Duties may include, but are not limited to: Oversee the receipt, review and determination of appropriate action for all incoming and outgoing official mail, VA/VHA regulatory documents and/or electronic mail. Manage mail and correspondence services including preparing a variety of recurring reports, coordinating completion and review of action items or suspense's, composing and/or editing letters and reports, preparing public presentation outlines, reviewing outgoing correspondence for accuracy and proper attachments, or consolidating/coordinating submittals of information. Formats all Correspondences, to include policy and VAMC memorandums. Handle sensitive personnel documents. Advise the leadership team of important office issues arising during an absence, and brings significant items in reports, files, and correspondence to their attention. Act as liaison to other clinical directors and/or staff within the organization and provide accurate advice on procedures, reports, requirements, and/or other matters necessary to implement the ACOS policies, directives, and instructions. Act as liaison to other managers and staff within the organization and provide accurate advice on procedures, reports, requirements, and other matters necessary to implement the Administration Office's policies, directives, and instructions. Informs staff of the current issues and programs. Ability to appropriately and courteously relate to internal and external customers. Perform timekeeping/ADPAC duties for Primary Care Services. Exercise exclusive control over the ACOS and AO's appointment schedule, coordinating meetings, and/or schedules, setting up job interviews and conferences. Attend meetings, notes commitments made, informs staff of commitments, and arranges for staff to implement commitments during the meetings. Arrange for meeting space, speaker, and support arrangements for large conferences. Work Schedule: Full-Time, Schedule varies depending on the needs of the Service Telework: Not Available Virtual: This is not a virtual position Position Description/PD#: Secretary (OA)/PD10162O 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, 04/19/2024. 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-06 position you must have served 52 weeks at the GS-05. 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: GS-06 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 of executive correspondence, materials such as general correspondence, reports, memoranda, and other forms of written and/or electronic communication. Experience managing phone calls, walk-in customers, sorting mail, scanning documents, scheduling meetings/interviews, faxing, taking minutes and creating documents and/or reports. Skill in operating a computer and computer software including Microsoft Office, Word, Outlook, Excel, SharePoint and/or PowerPoint in particular, as well as Vista/VATAs along with the computerized patient record system. Skills in maintaining appointments, calendars, & schedules. Experience managing funds and utilizing a purchase card. Familiar with timekeeping applications. You will be rated on the following Competencies for this position: ClericalComputer SkillsCustomer ServiceManages 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, although some slight physical effort may be required. 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.

Contacts

• Address Carl T Hayden Veterans' Administration Medical Center 650 East Indian School Road Phoenix, AZ 85012 US
• Name: Evelyn Davila
• Email: [email protected]