The Primary Purpose of the Position is: To serve as the principal office assistant to the Chief, Dental Service and members of Dental Service administrative team performing various administrative and clerical support duties; serve as the Automated Data Processing Application Coordinator (ADPAC) monitoring overall computer application operation and status, and providing local user support, training and general guidance.

Duties

Major duties include but are not limited to: Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, files, and other sources. Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements. Independently composes and prepares nontechnical correspondence such as requests for information concerning Dental Service mission and programs; office procedures; and letters of acknowledgment, commendation, or notification. Prepares and coordinates Dental Service memoranda and policy. Attends Dental Service staff meetings and other committee/workgroup meetings as required. Prepares and distributes agenda, takes notes and prepares minutes. Prepares performance evaluations and correspondence to the union. Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available for supervisor's needs. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Coordinates/forwards correspondence to appropriate office updating the tracking system and suspense files as required. Receives, reviews, and processes mail and correspondence for the Chief and the administrative team (includes, the Assistant Chief, Dental Service, Administrative Officer, Dental Residency Coordinator). Screens incoming mail to identify what needs to be brought to the attention of the Chief or other supervisors; referred to another Dental Service employee or site of care; rerouted to other Service(s)/offices for response or handles personally. Maintains Supervisor's calendar and schedules appointments and meetings based on knowledge of workload and issues of importance and schedules meetings and/or conferences including those involving staff from outside Dental Service. Independently notes and follows up on commitments made at meeting and conferences by staff members. Schedules appointments and meeting without prior approval based on personal knowledge of the supervisor's commitments, priorities, workload and current issues of importance and coordinates with the supervisor as necessary. Performs other clerical and administrative work in support of Dental Service. Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office. Serves as liaison between the supervisor and subordinate sections. Provides advice and guidance to staff on administrative, clerical, and procedural requirements and instructions. Updates tracker or suspense files. Independently makes travel arrangements for the Chief and using CGE (Concur), making reservations, and preparing travel order and vouchers based on the known preferences of the traveler and in accordance with appropriate travel regulations. Serves as Dental Service Automated Data Processing Application Coordinator (ADPAC). Provides a variety of user support assistance such as training new staff on how to use the Dental software and equipment and troubleshoots when staff experience problems using and accessing the various VA and Dental Service automated systems (CPRS) and software. Troubleshoots and resolves problems staff encounter with software applications and/or equipment. Provides equipment support for the Service including conducting and maintaining the inventory, requesting repair and maintenance, and requesting new equipment system support for Dental systems. Conducts equipment inventory using handheld bar code label scanner or equipment, ensuring programs are updated as necessary, creating menus and reports, and troubleshooting problems; and creating and maintaining the VANTHCS, Dental Service web page. Training support includes developing and monitoring the Dental Service training plan; tracking employee training; and participating in the development and delivery of in-service training. Responsible for coordination of all processes relating to the processing of incoming residents, fellows, students, and other trainees who will be rotating through the service. Works with Education Service and HRMS to ensure all requirements including privacy and security training, verification of background checks, etc. are met prior to entry into the respective training programs. Maintains records of attendance during rotations for various types of trainees during the academic year. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD549-3550-0 Financial Disclosure Report: Required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/03/2024. 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. Typing Proficiency: You must be able to type at least 40 words per minute. In addition to the Typing Proficiency, you must possess Specialized Experience as described below: Specialized Experience for GS-06: Do you possess one year of specialized experience, equivalent to at least the GS-5 level in the Federal service, that equipped me with the knowledge, skills, and abilities (KSA's) needed to successfully perform the duties of this position and that is typically in or related to the position being filled. Specialized experience typically includes but are not limited to: Coordinating day-to-day administrative, clerical, and user support duties as well as requisitions of office supplies and related materials and services. Scheduling and managing a calendar of appointments. Maintaining and posting time and attendance using automated and system. Communicating effectively both orally and in writing. Establishing suspense dates, monitors status tracking/suspense system. Using various software to compose electronic correspondence, reports, and memoranda such as Microsoft Word, Excel, PowerPoint, Outlook. Independently note and follow-up on commitments made at meetings and conferences. You will be rated on the following Competencies for this position: Analysis and Problem Solving Attention to Detail Clerical Communication Administration and Management 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. May require some walking, standing, bending, climbing stairs, and carrying and/or lifting of light items such as papers or books. 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 Dallas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]