The incumbent serves as Secretary to the Office of Quality and Patient Safety/Chief Quality Officer, who is responsible for overseeing administrative functions for Quality Management Service; Patient Safety Service; Planning, Performance & Development Service (P2D); Infection Prevention; and High Reliability Organization (HRO). The incumbent reports to the Executive Assistant to the Chief Quality Officer and serves as receptionist for visitors and employees who enter the Executive Office.

Duties

Major duties include but are not limited to: Provides clerical and administrative support in these roles equal to the Associate Director's Secretary (i.e., calendar, committee minutes, correspondence, suspense files, etc.) The coordination of the clerical and administrative work in the Executive Office requires the incumbent to be in contact with many people, both inside and outside STVHCS. Schedule and review work activities performed in an office, including reporting and record keeping. The incumbent assists the Chief Quality Officer and the Deputy Chief Quality Officer in the smooth operation of the office by receiving calls and visitors and handling in a discreet manner, using good judgment, utmost tact, and diplomacy; also ensures that clerical and administrative duties are accomplished timely and effectively, in accordance with VHA regulations and established procedures, allowing the Chief Quality Officer to concentrate on professional and managerial duties. Serves as Secretary to the Chief Quality Officer in the Office of Quality and Patient Safety, which assists in his/her responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules with staff at the medical center, meeting location arrangements, preparing agenda, minutes and distributing necessary information needed for meetings. Performs duties as ADPAC and is responsible for printer maintenance, processing access and clearance requests via ePAS and other functions as determined by OIT and service-level information technology policy. Takes and transcribes dictation for the Chief Quality Officer, preparing in final form, editing material when necessary. Manages information security within areas of responsibility to assure that computer system security and confidentiality of sensitive information is maintained, and that employee access to sensitive information is limited only to that which the employee requires to perform their duties. Receives and screens telephone calls to the Executive Office from the general public; representatives of news and information media; local, civic, state, and federal officials; other hospital officials; Veterans Affairs Committee officials; service organizations, congressional staff officials, etc. refers to the Chief Quality Officer only those requiring his/her attention. Work well within teams and work groups when they are formed. In support of the organization, research, locate, analyze, coordinate, liaise, collaborate, and report (both verbally and in writing). Attends and records official minutes for meetings and committees as assigned. Execute and prepare responses to routine correspondence and reports. Handles conflict and problems in dealing with the customer constructively and appropriately. Provides courteous assistance to visiting dignitaries, HQ/VISN personnel, OIG audit teams, etc., coordinating site visits, arranging for office space, material, and accommodations when necessary. Provide secretarial support and courteous assistance to visiting dignitaries, VACO personnel and OIG Audit Team member. Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PDHA671-000157-0 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, 05/31/2024. 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-07 position you must have served 52 weeks at the GAS-06. 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. Typing Proficiency This position requires the ability to type 40 word per minute (WPM). 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provides and coordinates clerical and administrative support ( i.e. - calendar, committee minutes, correspondence, suspense files, etc.); Schedules and reviews office work activities (reporting and record keeping); Receives calls and visitors; Coordinates meeting schedules, meeting location arrangements, preparing agenda, minutes and distributing information; Takes and transcribes dictation, preparing in final form and editing material; Attends and records official minutes for meetings and committees as assigned; Receives and screens telephone calls; Manages information security within areas of responsibility to assure that computer system security and confidentiality of sensitive information is maintained; Handles conflict and problems in dealing with the customer constructively and appropriately; Provides courteous assistance to customers. You will be rated on the following Competencies for this position: ClericalCommunicationsCustomer 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, stair climbing, bending, stooping, and carrying light weight documents, folders and manuals are required. Hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication to give instruction and receive information. The incumbent must possess manual dexterity to enter computer information. Mental concentration to meet critical deadlines is also 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 Audie L Murphy Memorial Veterans Hospital 7400 Merton Minter Boulevard San Antonio, TX 78229 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]