The incumbent provides a variety of administrative and clerical duties in support of the Clinic Director, Administrative Officer, as well as public-contact, Medical Administration Section, and other sections of the clinic. The Secretary performs a wide variety of duties which requires considerable training, a broad working knowledge of special and complex subject matters and procedures, a high level of accuracy, and the ability to exercise independent judgement.

Duties

Obtains and monitors the use of services, supplies, or equipment for the administrative office. Receives incoming telephone calls from a variety of contacts and determines identity of caller, nature of call, and appropriately screens these calls by either independently responding correctly or referring to the appropriate responsible individual or section. Answers inquiries from patients, patients' families, co-workers, and the public seeking information relative to medical and administrative matters. Responsible for the smooth flow of communications, time commitments and special projects coming into the clinic. Maintains automated system of program-specific data to track suspense on items such as performance appraisals, licensure renewals, special pay agreements, proficiencies, leave, personnel actions, etc. Handles established requirements for training new employees and giving orientation to the clinic. Prepares, configures, and completes annual physician performance pay documents and submits for signatures of management. Reviews correspondence for the supervisor's signature, brings to the writer's attention any departure from proper form, policy or grammar and resolve the changes before it is presented to the supervisor for signature. Acts as Procurement Official to hold and maintain a purchase card to order supplies. Serves as the badge Manager and Sponsor to request badge assignments for all staff. Serves as Administrator and Education Training Coordinator for the clinic by independently scheduling all training for all clinic staff. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs office automation duties using such software applications as electronic mail, calendar, spreadsheet, and database, and integrates these types of software to generate specific working documents and forms. Composes and edits letters and reports, reviews correspondence for accuracy and completeness, develops standard or forms letters, and replies to inquiries. Attends committee meetings as recorder and prepares the minutes. Compiles and prepares documents required for bi-annual physician pay panels. Manages conference room agenda. Arranges for catering and banquet facilities, including setting the menus, seating arrangements, invitations and all other details. Responsible for setting up and organizing the office procedures and work. Serves as Clinic Coordinator to submit computer access requests for all new and existing staff. Schedules appointments, coordinates meetings, schedules conferences, and/or sessions for all sections of the clinic. Serves as timekeeper for Section staff in accordance with company regulations. Manages day-to-day activities and an intimate knowledge of supervisor's pending and anticipated plans and administrative projects. Works closely with the facility's leadership team and serves as the clinic's representative for issues regarding to benefits, personnel matters, and others. Work Schedule: Monday-Friday 8:00am-4:30pm (Subject to change based on the needs of the Agency.) Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD03788A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 05/20/2024. 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-7 position you must have served 52 weeks at the GS-6. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating the administrative or clerical work of an office (maintaining suspense files; composing, editing, and transcribing correspondence and various types of memoranda). Maintaining calendars, scheduling appointments, conferences, and conference calls. Serving as timekeeper; making travel arrangements; taking and preparing meeting minutes. Receiving and routing mail and telephone calls and visitors. Excel, Microsoft, Outlook, and customer service skills. There is a typing requirement for this occupation. You must be able to type 40 wpm typing speed. You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer Service (Clerical/Technical)Interpersonal SkillsManages and Organizes InformationTechnical Competence 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: No special physical qualifications are required to perform the work. The work requires the ability to move around the office and carry light items such as small boxes of files. Much of the work is performed viewing a computer monitor. There is no requirement for special safety precautions or protective clothing. No special physical demands are required to perform the work. 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 Michael E DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, TX 77030 US
• Name: Adrian Randles
• Phone: 918-310-4317
• Email: [email protected]