The Secretary (Office Automation) is located in the Department of Veteran Affairs, Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Salem VA Medical Center under the Access and Scheduling Management Service (ASMS).

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 may include, but are not limited to the following: Provides advice and guidance to subordinate organization's staff and clerical personnel on administrative, clerical, and procedural requirements and instructions. Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative, clerical, and procedural work of the unit (ie: supply ordering, flow chart processing, monitoring standard office procedure and due dates). Updates tracking systems or suspense files for unclassified document control. Establishes, maintains, purges, and disposes of files and records in accordance with established regulations and procedures. Assists with tracking and notification of due dates for required Service staff. Performs administrative and technical support in the forms of typing, transcription, minutes, preparation of correspondence, assists with submitting travel request and preparation of personnel related matters. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication without Supervisory input based on knowledge of office policy, procedure, and preference. Proofreads and edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Returns incorrect material prepared by others with revisions marked. Prepares responses for the patient complaints and replies to Congressional inquiries. Functions as the primary timekeeper for the Access and Scheduling Management Service, covering an assigned portion of both original and corrected timecard entry requirements for the service. Receives schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Provides general clerical public contact support services, such as answering the phone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Maintains multiple calendars, utilizing electronic calendars, regularly reconciling conflicting appointments, scheduling appointments, and ensuring coverage of required meetings, committees, and suspense commitments. Performs office automation duties using such software application as electronic mail, desktop publishing, calendar, spreadsheet, database, and/or graphics programs. Assists with/prepares spreadsheets, clinical research papers, slide presentations, and project proposals for resource utilization. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, desktop publishing, graphics, slide presentations, and other similar products. Obtains and monitors the use of services, supplies, or equipment for the office to include assisting with reasonable accommodation equipment, office supplies and approved supplies requested by employees. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Performs other duties as assigned. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Financial Disclosure Report: Not Required

Requirements

Qualifications

To qualify for this position at the GS-6 level, applicants must meet the following: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. ~AND~ SPECIALIZED EXPERIENCE: You must have at least one (1) full year of specialized experience equivalent to the next lower grade level (GS-5) in Federal Service, that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of a Secretary (Office Automation), GS-6 position, and that is typically in or related to the work of this position. Specialized experience for this position includes receiving visitors and telephone calls to the office; processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication; scheduling appointment, coordinating meetings and/or scheduling conferences; maintaining calendars and tracking suspense items; utilizing office automation software and maintaining files; preparing travel arrangements; performs primary timekeeping duties; obtains and monitors office supplies and equipment. (THIS EXPERIENCE MUST BE SUPPORTED BY YOUR RESUME TO BE CREDITABLE.) You will be rated on the following Competencies as part of the assessment questionnaire for this position: ClericalCustomer Service (Clerical/Technical)Writing 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 is primarily sedentary. Typically, the employee may sit comfortably to do the work. However, there may be moderate walking, standing, bending, pushing, pulling, twisting, stooping, and carrying of light items like papers or books. No special physical demands are required to perform the work. The employee may be required to walk across the campus, in inclement weather, to retrieve documents, items, or vehicles as necessary for the performance of the work conducted in the ASMS. The work is performed in an office setting and involves everyday risks or discomforts and requires normal safety precautions typical of such places as meeting and training rooms, libraries, or medical offices. The work area is adequately lighted, heated, and ventilated. 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: 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]